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Customizing a Word Template

To customize the style or layout of your exported specifications, you can adjust the associated Microsoft Word template. This provides a high degree of flexibility in terms of formatting your finished documents.

Simple changes

Modifying the styles, header, footer and front page of the template is easy.

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After

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Modifying the style

  1. Download the default report by clicking on your username and selecting your organisation name.
  2. Scroll down to the Report Templates section and click on the name to download it.
  3. Modify the template. For your first attempt just change the font, the headers and the image.

Change the image

  1. Log into RequirementONE and select Specification you want to report on.
  2. Next to the Specification name, click CONFIGURE
  3. Scroll down to the Logo section, and click + UPLOAD LOGO
  4. Browse to the file you want to upload (.jpg or .png)
  5. Click OK

Change the look and feel

Change the font and headers as you would any Microsoft Word document.

Upload the modified report

  1. Navigate to the Report Templates section by clicking on your username, selecting your organisation name and scrolling down.
  2. Click Upload_Template_logo.jpg UPLOAD TEMPLATE
  3. Add a name, description and the file you have just created.
  4. This report should now be available to all users.

Advanced changes

To customize the body of the template, you need to be comfortable editing Microsoft Word merge fields. This includes using conditional statements to exclude fields that have no value to avoid blank spaces.

Before

After

Click image to enlarge

Click image to enlarge

Modifying the body

  1. Download the default report by clicking on your username and selecting your organisation name.
  2. Scroll down to the Report Templates section and click on the name to download it.
  3. Modify the template. Change some of the merge fields using the list of available merge fields below, and then re-upload. Test against a particular specification. To add a merge field to a document, you must click CTRL + F9. Just typing the characters is not enough.

Word sometimes has a problem showing all the merge fields. To resolve this, show the full field codes by opening the templates in Word, scrolling down to the first field codes, selecting everything in the document (CTRL-A), right clicking any field code and selecting "Toggle field code". This will force Word to show you all the fields codes which you can then edit.

Available merge fields

Here is a list of the merge fields available to you. Within this text, available options are noted in square brackets, so [1-9] means that you can use any number between 1 and 9.

Merge Field Description
ProjectName The name of the project
SpecificationName The name of the specification
SpecificationLogo(image([],[],[])) The specification logo
TOC [parameters]

The table of contents (TOC). The full list of parameters are here. This is a selection:

\h means “hyperlink.” It’s what makes each entire table of contents entry into a hyperlink to the associated heading.

\o "[ratio]" tells Word to use Headings "1-3" for example, to build the table of contents.If you only want one heading, still use a ratio format such as "1:1"

\z hides tab leaders and page numbers in Web Layout view; it is used in conjunction with the \h switch because TOCs for Web pages need to have the entries hyperlinked

Preface the rest of this list with "Specification."
TOCSection[1-999]Name The name of the particular TOC section. The numbering reflects the position in the table so, for example, TOCSection2Name would be the name of the second TOC section.
TOCSection[1-999]Details The details of the particular TOC section. The numbering reflects the position in the table so, for example, TOCSection2Details would be the details of the second TOC section.
RecordName The name of the record
RecordCustomID The custom ID of the record
RecordDetails The record details
RecordCustomField[1-999]Name The name of the custom field
RecordCustomField[1-999]Value The value of the custom field
RecordNoteCategory[1-999]Name The name of the note category
RecordNoteCategory[1-999]Value The value of the note category
RecordAttachmentImage[1-999]Name The name of the attachment
RecordAttachmentImage[1-999]Value The value of the attachment

Word is unable to automatically update the table of contents for a merged document so you have to do it manually. Right-click the field and select "update".

Tips and Tricks

These tips and tricks have all been tested against Windows 2010 unless specified.

Show Bookmarks

Make sure that you don't accidentally break the report by removing a bookmark that you need. Navigate to File -> Options -> Advanced -> Show Document Content. Make sure that "Show Bookmarks" is checked.

Change number of levels in a Table of Contents (TOC)

Navigate to References -> Table of Contents -> Custom Table of Contents. Configure "Show Levels" to reflect the number you would like to see.

Text Watermark

Add a text watermark to every page by navigating to Design -> Watermark -> Custom Watermark. Select the text watermark, and choose the text you would like to add from the list, and then press Apply. 

Further help

If you have specific requirements and lack the time or experience to achieve your goal, RequirementONE offer assistance via our Professional Services team for a small fee.

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