MS Office Genius Required - Word Project

[RankinC]

Scenario:
We have a word document that contains over 50 pages with around 300 seperate paragraphs relating to different subjects. These paragraphs need to be inserted in to a letters that go out to the public. Currently our typist is computer literate and is capable of either copying and pasting or having the most used in her auto text and inserting into the letters.

The Problem:
The typist is going on maternity leave for the next 11 months and the manager wants the officers who do the inspections to create their own letters using these standard paragraphs. These people are not computer literate and are saying it is going to be to difficult for them to do.

Can anyone think of a way of making this process so idiot proof that they would be unable to complain.

Any help would be much appreciated.

 

[Norie]

RankinC

I'm sure this is possible, I've done similar in the past, but I can't see the Access connection.

 

[RankinC]

I'm sorry I think I've posted it in the wrong forum. Have you any ideas as what can be done.

 

[Norie]

Well it's kind of hard to give advice on this sort of thing without more information.

For example how is it decided which paragraphs are included?

Is there specific information per customer/contact?

One thing I can think of is creating a userform that allows the user to select
what paragraphs to include.

Another is that instead of this one large (huge?) document, create a number of templates.

 

[VicRauch]

One thing you mentioned was using AutoText which personnally I think would work very well. By putting all of these paragraphs into AutoText, then giving each manager a GOOD listing of the autotext entry and a title of the paragraph that would be entered, along with the detail listing of the autotext and the complete paragraph that will be entered, the managers will have the paragraphs documented. Of course, you could also give them a separate list of the ones they will use most often, so their normal list will be very short. That would be called the 80/20 rule. 20% of the paragraphs will be used 80% of the time.
HTH,

 

[RankinC]

I work for Environmental Health and the letters that go are based on how good the hygiene is in a food property. Theres no way of determining what paragraphs will be used or when they will be used, its dependent on each individual food premises.

Theres to many paragraphs (currently around 300) to use on autotext and we currently have around 25 officers and I would need to go to each inidvidual machine to update the autotext.

 

[Norie]

RankinC

So there's absolutely no way to determine which paragraphs to include?

It's just done on a random basis?

 

[VicRauch]

I did not know there was a limit to autotext. I also did not know that autotext had been changed so it had to be done by hand. Last time I did it, it was automated for inclusion into other machines.

Sorry we could not help.

 

[RankinC]

Theres no way of determining what paragraph will be used. An officer will go to a premise and whatever faults he/she finds there will a corresponding paragraph that needs to be inserted into the letter that goes back to the premises informing them what action they need to take.

All these paragraphs are law so they cannot be amended.

 

[Norie]

So there actually is a way to determine the paragraph?

eg fault X, paragraph 12 etc