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This Microsoft Word Tips & Microsoft Word Help page introduces and provides instructions for using the "Content Control/Variable/Bookmark & Document Property Tools (or CC/V/BM & DP)" Word template add-in.

Background

This add-in has a long history.  It was originally developed with longtime friend and Word MVP Graham Mayor and is the culmination of well over a hundred hours of development and testing.

Unfortunately due to personal business and unplanned travel, Graham was unavailable to assist with the design and testing of  the version 3.0 which introduced features for working with mapped content controls.  His presence was sorely missed!!

Graham has since returned to the fold and the current version 4.5 includes some of our combined work to enhance content control dropdown list development.

The impetus for this project is the lack of visibility and everyday user access to two very useful and powerful Word features; the "document variable" and the "mapped" content control.

Document Variables (or Variables)

• Variables can be used to store and exchange all manner of information for use in a document.
• While users who are familiar with variables can easily insert references to an existing document variable using a Word "DocVariable" field, Word does not provide a convenient method for managing the variables collection or the data they store.
• Until now, for many users, variables remained "Hidden Gems in Word."  Using the add-in you can easily manage and incorporate document variables in your document design and more fully utilize the power of Word.

Content Controls

• Content controls were introduced in Word 2007.
• Since their introduction, their real usefulness as windows and conduits to data in an XML file (customXMLPart imbedded in the document) is limited to advanced Word users familiar with both Visual Basic programming and XML data structure.
• Now using the add-in, even beginner users can quickly and effortlessly create and use all qualified types of mapped content controls. Go to:  Mapping Tool

Note:  "Qualified" types as mentioned in this tips page, refers to the types of content controls available in the applicable Word application version in use.

We have retained the features for working with bookmarks and document properties introduced in our, now obsolete, "Document Variables, Bookmarks & Properties" add-in. This results in a single compact and versatile add-in for working with all five principal data storage collections in your documents.

Add-in Description

Notes:
    1. Testing and development with this add-in has been limited to the U.S. English version of Microsoft Word 2007/2010/2013/2016 in a Windows 7 and Windows 10. Lack of access, time and resources has prevented further testing. Unfortunately feedback confirms that the variances in other language versions of the Microsoft products involved can prevent the add-in from functioning properly in those versions.

    2. Items annotated using rose colored flags in the illustrations below indicate changes and additions introduced in version 3.0.

    3. With any large development work changes are inevitable. While the illustrations were current with the release of version 3.0, there may be future changes that are not fully or accurately illustrated.

When the add-in loads it alters the Ribbon as follows:

1. The user interface propagates on the Ribbon "Add-Ins" tab.

2. Creates a new custom group "M & M Add-In."
3. Adds a new large button control "CC/V/B & DP Tools." This initiates the primary add-in userform interface.
4. Adds a new menu control "Options." This control displays options for the user to select when using the add-in.
5. Adds a new normal button control "Info/Help." This control links this page.
6. Adds as new normal button control "Disclaimer." This control displays a disclaimer statement releasing the developers from any liability or obligation associated with use of the add-in.

Note: with version 4.5, the "Disclaimer" control has been replaced with a "Reset" control you use to reset the Add-In configuration to default values.

7. A new toggle button control shows or hides a alternate "CC/V/B & DP Tools" control to the ribbon insert tab.
8. A new toggle button control turns add-in feedback with sound on or off.

1. Optional display. Activates the primary add-in userform interface in the document.

Notes:
    1. This feature may affect the normally displayed size of the built-in "Hyperlink, Bookmark and Cross-Reference" controls. These controls will display size "normal" when displayed with the add-in button control regardless of how they might display (i.e., large or normal) on their own.

    2. This feature was the single biggest point of contention between Graham and me during development. He wanted the controls on the Insert tab and I felt they belonged on the Add-Ins tab. The result is our form of compromise.

Add-in common elements and "Lists" tab page:

The add-in consists of a three part multi-page control and common elements. The functions of the common elements and the "Lists" tab page is described below:

1. Provides the name and version number of the add-in.
2. Three tabs across the top of the add-in provide the user with access to the three main functions of the add-in.

• Listing, navigating, referencing, editing or deleting elements of the five principal document data storage collections.
• Defining and creating new variables, custom document properties and bookmarks.
• Defining, creating and deleting mapped content controls.

3. Allows users to select one of five featured document collections.  Collections have been arranged alphabetically in version 3.0.
4. Displays a "collection list" that lists each member of the selected collection in the document. Bookmarks and Content Controls can be listed by location or alphabetically using option buttons (not shown) that appear below the list when the bookmarks or content control collections are listed. The Variables, Custom Document Properties and Built-in Document Properties (shown) collections are listed alphabetically only .
5. Manually refreshes the collection list. Use this feature if you perform other work in the document with the add-in active and you make changes in the document that would affect information displayed.
6. Relocates the document selection to the bookmark or content control selected in the collection list.
7. Inserts the appropriate cross reference field (REF, DocVariable or DocProperty) to the bookmark, variable, or document property at the selection in the document.
8. Enabled only when a mapped content control is selected in the list.  Inserts a new content control at the selection in the document. The new content control inherits properties of the content control selected in the collection list. Both controls are mapped to the same XML data node.
9. Initiates a delete action on the item selected in the collection list. Reconfigures the User Notification and Action Panel to provide additional user options and controls.
10. Changes the value of the item selected in the collection list to a user entered new value in the "Content/Value" field.

Note: Values in certain Built-in Document Properties are calculated values and cannot be changed.

11. Displays the value of the item selected in the collection list. When enabled, the user can modify the data and use the "Change Value" control to save and store the new value.
12. Credits and link to this page.
13. Multi-purpose "User Notification and Action Panel."

• Provides the user with informational prompts and notification of events.
• Used in conjunction with the "Delete" and "Change Value" controls to provide additional user options and action events.

14. A convenient control to access and make support donation via PayPal.
15. Closes the add-in.

Note - One or more command button or other control will be disabled depending on which collection option is selected.

The "User Notification and Action Panel" depicted below is is shown configured to delete the selected bookmark:

1. Options to sort collection items by name or location in the document.

Note: The location sort is based on the item's location in the various document story ranges starting with the main text range, then footnote range, followed by end note range etc., and not how the item might physically appear in the document.

2. Multi-purpose "User Notification and Action Panel" configured to delete the bookmark "Defendant," and any associated cross reference fields in the document. The configuration is initiated by selecting an item in the collection list and clicking the "Delete" command.
3. Notification of the action initiated and additional options.
4. When selected this option will unlink all document fields cross referenced to the selected item and convert the field result to fixed text.
5. When selected this option will delete all document fields (and field results) cross referenced to the selected item.
6. When checked the selected bookmark is preserved in the document.
7. When checked the content of the selected bookmark is deleted.

Note:  When "Delete content" is checked the "Preserve bookmark" checkbox is automatically unchecked and disabled.

8. Cancels the initiated "Delete" action.
9. Executes an initiated "Delete" action.

"Create Variables, Custom Properties or Bookmarks" tab page:

Using the "Create Variables, Custom Properties or Bookmarks" tab you can define and create new document variables, custom document properties or bookmarks.

1. Enter a unique name for the new variable you want to create.
2. Enter the value you want to assign to the new variable.
3. Create the new variable as defined.
4. Use text selected in the document to define the new variable value.
5. Select one of four data types for the new custom document property you want to create.
6. Enter the unique name for the new custom document property you want to create.

Note: Word provides 35 pre-defined custom document properties (without values). This field is a combo box which allows you to choose from one of the pre-defined properties and assign a value or define your own new property name.

7. Enter the value you want to assign to the new custom document property.

Note: Values for custom document properties are type dependent. For example, if you opt to create a "Date" type custom document property then the value you define must be in a valid recognizable date format.

8. Create the new custom document property as defined.
9. Use text selected in the document to define the new custom document property value.
10. Bookmark the selection in the document. This feature employs Word's built-in bookmark dialog.
11. After action add-in configuration. You can chose to remain on this page after each variable, custom document property or bookmark is created, or immediately return to the appropriate collection on the "Lists" page.
12. "User Notification Panel" common to this page and the "Create/Manage Mapped Content Controls" tab page.

• Displays informational notes.
• Displays notification of actions completed and invalid user actions.

"Create/Manage Mapped Content Controls" tab common elements:

With version 4.5, this portion of the add-in has been simplified to make it easier for casual users to employ.  The illustrations and explanations that follow are not a detailed as those above.  For a more sophisticated (ergo complex) CC tool, see my: Content Control Tools tips page.

The "Create/Manage Mapped Content Controls" tab page consists of a two part multi-page control (page 1 "Create Mapped Content Controls" displayed above).

"Create Mapped Content Controls" page tab:

With the Create Mapped Content Controls page, you can:

1. Define URI namespace to use for your CustomXMLMapping (or use the default namespace provided)
2. Create, define and map a plain text, combobox, dropdown list, date, picture, checkbox or building block CC in the document at the selection.  You simply "Select Type," "Define Control Properties"  and click "Map Control."

Note: To insert or map richtext or repeating section CCs, see my Content Control Tools tips page.

"Delete Mapped Content Controls/Mapping Tools" page tab:

Using the "Delete Mapped Content Controls/Mapping Tools" tab you can use several methods to remove unwanted mapped controls from your document.

Note - All delete actions initiated from this page tab override any "Content control cannot be edited", "Content control cannot be deleted" and unsecure (no password) document protection for forms.

1. The "Select from List" frame lets you select mapped content controls to delete from a convenient list.
2. Lists the title and number of like mapped content controls in your document.

Note: This is where unique title discipline mentioned earlier becomes important. When you insert a cross reference content control using this add-in or if you copy and paste a mapped content control in your document to another location in your document, you have created for all intents and purposes a clone. It is only logical that the clone will retain the title and XML mapping path. Should you later change title of a like mapped content control it could affect the accuracy of this list and the accuracy of the subsequent delete actions.

3. You can opt to delete the control (leave the content), the content (restore placeholder text) or both.
4. Executes the delete content controls action as defined.

5. The "Selected in Document" frame lets you select a mapped content control to delete from within the document.
6. You can opt to delete the selected control, the content of the selected control, both the selected control and content, like controls or like controls and content.

Note: By the nature of mapped controls if you delete the content in one the content is deleted from all like controls.

7. Executes the delete content controls action as defined.
8. The "All" frame lets you delete all mapped content controls from your document.
9. You can opt to delete all mapped controls, the content of all mapped controls or both.
10. Executes the delete all content controls action as defined.

Note:  This action affects all document mapped contents and is irrevocable (except for immediately closing a document without saving changes). Therefore we have added a confirmation step. When the command button is initially selected a confirmation notification is displayed and the command button caption is displayed in red lettering. Clicking the command button displaying a red letter caption executes the event without additional notification or warning.

Alerts & Notifications

The "User Notification Panels" provide various alerts and notifications. The add-in alerts the user to restricted or invalid events using red alert text in the appropriate "User Notification Panel" and an audible default system "Beep."  A typical alert notification is shown below:

Several processes in the add-in require documents protected for forms to be temporarily unprotected to complete. When a password is required the user is presented with the following form:

Note: These processes are performed automatically without any user interaction in unsecure (no password) protected forms.

Content Control Title Parsing

The add-in will parse the document for untitled and duplicate titled (non-mapped) content controls each time it is initiated. As content controls are listed by title they must have either a title property or a temporary label in lieu of a title property. Careful and thoughtful application of content control titles will eliminate this notification.

Note: It is intuitive and expected that like mapped content controls will have the same title.

Installation and Setup

This Word template add-in can be loaded manually from any template storage directory or automatically from your Word startup folder.

For more on template add-ins and how to load them, see: Organizing Your Macros/Template Add-ins at: Installing Macros

Conclusion

That's it. I hope you find the add-in helpful and as much fun to use as it was to create!!  Download version 4.5 here:  CC/V/BM & Tools V4.

I can't stress enough the encouragement and cooperation by Graham Mayor or the technical contributions he made. Please visit Graham's web page for his slant on the add-in, its features and tips for installation at: Graham's Add-In Description.

This page was last updated on March 09, 2021

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