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Document Management With SharePoint - Part 3

Written By: Knox Cameron -- 8/24/2011 -- join -- contribute -- (2389) comments -- printer friendly version

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Categories: Design, Document Management, Features, Integration with other products , Programming and Customizations, SharePoint 2010, SharePoint Foundation 2010, Workflow

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Including system information

The file name and modified date are preserved by the interaction between Word and SharePoint (assuming the Office integration between Office and SharePoint is working correctly), so we can use normal Word functionality to show these in our cover page. Unfortunately, the process to include them is a little more involved, because it relies on traditional Word fields.

First, we need to add more rows to our table. Again, when the insertion point is inside a property, we can't just press Tab as we normally would to add rows to the table, so from the Table Tools -> Layout ribbon tab, select the Insert Below button a few times. Then click to move the insertion point back to the first column of the first blank row.

In the first column, type "File name" and press the Tab key. In the second column, from the Insert ribbon tab, select Quick Parts -> Field... Locate "FileName" in the list of fields.

Insert FileName field dialog in Word

Select OK to insert the field. Tab to the next row, and type "Modified date". Tab to the second column, and again select Insert -> Quick Parts -> Field... This time, select the "SaveDate" field. Optionally, select a date format in the Field properties area of the dialog. Select OK to insert the field.

 Word cover page with file name and date fields

Finally, let's add the full path to the document in SharePoint. Type "SharePoint location" in the first column of the last row. In the second column, again insert the FileName field, but this time check the box under Field options on the right to add the path to the file name.

Word cover page with full path to SharePoint document

This cover page is the kind of cover page you would use for internal distribution or filing. The same approach can also be used to create nicely formatted presentation pages for documents. You can also use quick parts as a document automation tool, so users select or enter information once, and it can be repeated in multiple places through the body of a document, instead of using search and replace. Your imagination is the limit!

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