Automatically adding information to documents

Flow DMS lets you automatically add information to the body of a document (For example: document name, number, publish date etc.), using Microsoft Office content control.
The contents of the document will update automatically after any of the following document operations:

• Create
• Approve
• Publish
• Update
  

Configuring automatic fields in the Document body

To configure Flow’s automatic fields in a Microsoft Word document:

1. Open the draft of the document in Word, and then place the cursor where you want to insert the field.
2. In the Ribbon, open the [Developer] tab.
   If you don’t have the developer tab available, right click on the Home tab and select “Customize the Ribbon“.

From the popup that appears make sure that “Developer” is selected from the list of available tabs and select OK.

3. In the [Controls] group, click Plain Text as Content Control (the “Aa” button in the controls section).

A text box appears at the cursor’s location.

4. Select the text box, and then in the Ribbon, click [Properties].

The [Content Control Properties] dialog box opens.

5. In the [Title] box, enter a name for the field, and in the [Tag] box, enter a tag. Choose names according to the table below.

Note:

• Make sure your names match the names in the table exactly, including spaces.
• The document doesn’t have to be designated as a template to be automatically updated. You can upload any document from your computer that has text boxes defined.

When does it update?	Content	Field name
Document created Document renamed	“Document name” field	flow name
Document created Document number changed	“Document number” field	flow number
Document created A new revision was created	“Revision” field	flow revision
Document published	Date (no time)	flow publish date
Document created Document content edited Document info edited Document published	Date (no time)	flow update date
Document published	Date (no time)	flow valid from date
Document published	Date (no time)	flow valid till date
Approval workflow complete	Date (no time)	flow approval date
Document moved Folder moved Folder renamed	Folder (two levels)	flow folder
Document created Document info updated		flow department