Export to a format that can be emailed and edited

[jjosh12]

I want to create a template in fmp 6 that has a unique ID record number and is able to be emailed to someone that doesnt have filemaker so that they can fill it out and email it back to me and hopefully convert it back to filemaker format. I want to use MS Word but Im confused on this whole process. I actually dont know anything about this for the most part other than where to perform the comands to do it. But I have no idea what commands to use to achieve this. So if anyone responds would you mind given plenty of detail on the whole process. I really appreciate any help anyone can offer.

Sorry if Im too vague,

Thank you,

Josh

[Fitch]

Set your fields to auto-enter placeholder data such as "Name" or whatever it is you want the user to see. Export to tab-delimited format, that's just a plain text file. Include the ID field and whatever fields you want the user to see. If you change the extension to ".doc" it should open with Word. You can use the Send Mail script step to send the exported file as an attachment. Tell your users to replace the placeholder data with their info. When you get the file back, you'll have to open it in Word and save as plain text. Now import it and use the import option "Update matching records." The import and export settings can both be stored in scripts.

[jjosh12]

Once again thank you Fitch,

Im going to try this. I will post again with any results.

Josh

[jjosh12]

I dont know what I did wrong. Is all the information supposed to be klumped together like that. Is there a way that I can customize a word template that will always start out the same with the same look and fields (all empty)accept to a ID number that increases by one on each record and for the user to recieve via email and fill out and send back where I can convert it to a fmp record again. Am I asking for a magic genie or is this possible?

[tinac]

I don't have a magic genie, but maybe I can help. I'll start out by saying I don't have any brilliant ideas on how to accomplish what you want with Word. I wouldn't say it can't be done, but nothing jumps out at me. However, if you have Word, you probably have Excel too. If you set up a spreadsheet with the field names in the top row, your user can enter the data on the rows below (one row for each record). Then, they would email it to you & you would import into FileMaker from that Excel spreadsheet. In my mind this would be the easiest method for you to get info into your DB from users who do not have access to FM.

[jjosh12]

So do I start from Excell and Import the Data from Filemaker? I assume this is the case but how do I extract the information that is in Excell to my Filemaker fields. Sorry if these seem like lame questions. I accidently returned the only Filemaker book I can currently afford back to the library and when I went to re-check it out it was already gone.

I always appreciate the help. This is the most resourceful forum I have ever seen. Good job everyone, and thanks for all your help, and a tip of the hat (or helmet) to UGO in particular he has helped me keep up with the cracks in my dam keeping it from breaking (my mind or my database, take your pick).

Josh

[jjosh12]

P.s. Fitch your a close number two behind UGO but you also deserve special recognition. Thank you

Josh

[kenneth2k1]

Hi:

Just export the file as .csv or .tab. Excel can read either of these formats. What Fitch was talking about is once you export the file, it will appear where you saved it at. Then you can use FM's Send Mail function to attach the exported file.

Ken

[tinac]

[color:"blue"]So do I start from Excell and Import the Data from Filemaker?

You can go in either direction. If you are starting with completely new data, I'd just start with Excel & then import to FM. However, if you already have some of the info in FM & just need the other user to fill in the blanks, you can export from FM (.tab or .csv) & then open that in Excel.

[color:"blue"] how do I extract the information that is in Excell to my Filemaker fields.

Ok, when you go to do your import from the Excel file to your FM DB, it'll give you a box with your field choices. Simply match up the data from Excel with the correct field you want it to go in.

[Fitch]

"Is there a way that I can customize a word template that will always start out the same with the same look and fields..."

It is possible. I have the scars to prove it. One way to handle it is to set up a Word doc that merges data from FileMaker. But this method requires Word to run, and automating it would require Word macros. Not fun.

The way I did it was to emit RTF directly from FileMaker. To do that, make a Word document, and format it the way you like, with placeholders where your data will go. Then save it as RTF. Now, open this in a text editor so you can see all the codes. Copy and paste this into a Set Field script step. Note that you will likely reach the limit of a text string in a function, so you'll have to break it up like:

"RTF formatting blah blah" & myField1 & "more RTF" & "still more RTF" & "******* that's a lot of RTF" & myField2" & etc. When you export, just export this one field.

When you receive the file back from the client, you'll have to open it in Word and save as plain text before importing to FileMaker.

There is another method to create the Word export, that is:

http://www.chapsoft.com/ezxslt/

I don't think this will help you on the import side, though.

[jjosh12]

Fitch,

You wrote-

The way I did it was to emit RTF directly from FileMaker. To do that, make a Word document, and format it the way you like, with placeholders where your data will go. Then save it as RTF. Now, open this in a text editor so you can see all the codes. Copy and paste this into a Set Field script step. Note that you will likely reach the limit of a text string in a function, so you'll have to break it up like:

"RTF formatting blah blah" & myField1 & "more RTF" & "still more RTF" & "******* that's a lot of RTF" & myField2" & etc. When you export, just export this one field.

Would you mind telling me more about this?

Formatting the Word document the way I like with Placeholders, what exactly is a placeholder, is that just the text that I input to structure the document?

"RTF formatting blah blah" & myField1 & "more RTF" & "still more RTF" & "******* that's a lot of RTF" & myField2" & etc... Is this a script?

I need to have a unique record number that will automatically fill in on the filemaker record and the word document and I need to have a description field that I fill in, in filemaker and that information gets automatically inserted into the top of the word document after the header.

Also If it is possible can I prevent my word document from being modifiable after I have all my required autofill information inserted into the document, but still allow the receiver of the document (emailed document) to only be able to answer the questions asked in the email but not be able to alter or delete anything that was in the document before it was emailed?

(This next step is not the same as my original description of what I am trying to achieve that I posted at the begining of this thread.)

After the person on the receiving end of the email of the word documents types in all the required information, then they print it, sign it (I changed to this instead of converting back to the filemaker format because I need a Physically written signature from the reciever of the document on the "original", (or copy of the), document.) and either scan in and email it back, fax it or mail it so I can scan it into a container field to view or print, but once it is in this container field I don

[cjaeger]

Hi josh, ti make it a little easier, create the rtf doc, set your placeholders, than place it in a global text field.

now just have a calced export field Substitute(Substitute(global_text,"placeholder1",field1),"placeholder2",field2) ...

This saves you escaping the quotes & breaking the strings up.

[cjaeger]

but, reading your requirments, it might be easier to just email a link to a FileMaker Webform to your customers (http://myfilemakersite.com/FMPro?database=survey.fp5 ....)

maybe giving the right link including a login & password.

Also, If you prepare an acrobat form, there is a fileMaker to FDF xslt at the filemaker XSLT Library

[jjosh12]

I think I'm lost. So what "should" I use to accomplish my goal. And how should I do it. I dont think Im understanding all of what is being explained enough to fill in all the blanks (steps) to achieve my requirements. I can't figure out any way to do this and tried a download demo of http://www.chapsoft.com/ezxslt/ and that didnt work either, Im going bald(er) pulling my hair out over this. Can anyone please help me.

[pmconaway]

Jjosh, can you explain in business language what all this processing is supposed to be doing? Maybe your going about this the wrong way. From what you said, if I'm the customer I get one of your forms with a unique number on it I fill it out and send it back to you. You scan my signature in and have someone at the office input the rest of the form. Can you tell us what all this is supposed to accomplish? You did mention that you need a hard copy of the signature. Could you have the person fill out the form online and then print a copy of the filled form, sign it and then fax it back and all you need to do is scan it into the correct record. With that unique ID number you should be able to match it up.

[cjaeger]

seems he wants to have web form funcionality without a web server cgi service.

But even a text mail would do.

example:

Please fill in the blanks, then mail reply:

name:

age:

gender:

etc:

----

then simply parse the reply into fields using filemaker text parsing....