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Creating a downloadable document using VVPM Metadata

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7 comments

  • Matthew Porter

    Hi Jeff - Can you provide more information on your requirements here? A use case and example(s) would be helpful.

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  • Jeff McMurter

    Hi Matt,
    Thanks for your reply. We are looking to create a document for saving outside of VVPM, which would have some VVPM metadata prepopulated. Examples:
    1) A "Print Order" form in Word that has the Document Number prepopulated, with other sections blank.
    2) A "Proof of Destruction" form in Word or editable PDF that has the Document Number, Document Name, and Title prepopulated, with editable sections for text and signature.

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  • Matthew Porter

    Jeff - Have a look at Merge Fields feature within Vault.

    http://vaulthelp2.vod309.com/wordpress/user-help/document-renditions/using-merge-fields-for-ms-word/

    I would encourage you to consider using a template with Merge Fields for a uniform approach of creation/merge.

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  • Jeff McMurter

    Hi Matt,

    Thanks for providing information on the Merge Fields and Template functions.  Those work very well for creating a new Vault document (source document) with the metadata populated as tags.  What we are really looking for is to create a document that would be a rendition or attachment, rather than a new document. 

    Example:  If we have vault document PP-XX-US-0123 , we would like to create an attachment or rendition using some of the metadata. 

    Can you or anyone suggest a way to do that? 

    Thanks,  Jeff McMurter

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  • Matthew Porter

    Attachments and renditions work differently than merge fields. Each have their own purpose.

    Can you provide the detailed business use case so I understand the full business problem and can research different technical options?

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  • Jeff McMurter

    Thanks for your reply Matt. 

    Here is a basic outline of an example use case we are looking at.  We have a few use cases, but all are similar to this.

    We have a promotional document in VVMP.  It has reached expiration date, and we need to record a record of destruction for all outstanding printed copies.  We would like to generate a 'Destruction Record' form that has some of the VVPM metadata already populated - Document number, Status, expiration date etc.  The form should be available as an attachment or rendition, and would need to be downloaded and printed outside of Vault, as it would be filled in manually be field staff. 

    Completed forms would likely be uploaded as attachments or another rendition, but that is out of scope of the request to generate the form for use.

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  • Matthew Porter

    Hi Jeff - Rather than attachments or renditions with a manual download, print, fill out, scan/picture and upload for the record of destruction, one suggestion would be to add a new custom object and using a "Create Related Record" user action on the Document where the user would fill out the details of the record of destruction right into Promomats.

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