Coding to automate word documents for technical specifications

Question

I’m looking to automate the assembly of a multi page tech spec for the customer equipment we manufacture. Essentially all relevant paragraphs reside in their own word doc. I’d like a user form (but would prefer something way better looking) in which the user can use drop downs to select the specific equipment to specify. Valves, for instance, come in many different styles, materials of construction and other features. So I would have a paragraph in its own document for each type valve and each valve WOUKD show up in a drop-down list. Once done the user can click a control button and a finished, assembled word document would generate. But rather have each comping on its own page the automation would put the paragraphs in order (they will be numbered) and combine as many on a single page and then continue that process until the spec is assembled.

Obviously I’m no programmer. I’ve done some vba back in the day but not creative enough to work this out. Plus I’d really like this to be slick and nice looking.

Thanks for any and all suggestions

Answer 1

Mark LaVarnway ,

what you describe is software like it is used in *quality manament*. there are software products that can handle nearly all of your requirements. but this is *not* a free software.

you can do partial tasks with python, but combining this all together with a user interface, database and documentation means a lot of work.

i also have seen software that was done with microsoft access database, in combination with microsoft vba. this enables to handle the docs (.doc and .docx), and also can have a clear customized user interface (done with ms access). the software was also able to send notifications by microsoft outlook eventdriven, in combination with deadline monitoring and documentation.

Answer 2

maybe search for 'word bill of material template'

Answer 3

You can do this with a combination of Excel and Word by using data merge. Excel would be the data source, and has built-in support for the dropdown options. Word would have the template text that merges in values from Excel whenever you command Word to update from the data.

Setting up the data and template has a steep but short learning curve. It can be done without any VBA coding. You would need to learn how to create Excel dropdowns, which are added automatically when you define Validation values. And you would need to learn about creating Field Codes within Word text. Field Codes have many options to build complicated text substitutions. Specifically you would use the LINK keyword to locate and import each Excel data cell value.

I can be of further assistance if you choose this approach. Though first I would encourage you to try learning it on your own.