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Word Form Devours Data

Discussion in 'Business Applications' started by WildSpirit, Oct 10, 2003.

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  1. WildSpirit

    WildSpirit Thread Starter

    Aug 26, 2003

    I have a MS Word Form that is delivered to it's users as a locked document. The reason for doing this is supposed to be "ease of use" because of the "easy tab" feature of going from form field to form field, and also to prevent the user from manipulating the form or changing it's appearance. (The "users" are my employees - inspectors - who enter the results of their inspections into the form).

    The user must first unlock the form to enter the job # into the header and then re-locks the form and begins to enter the rest of their data into the body of the document. The problem is that some of the users always seem to find need to go back and unlock and then again relock this document.... either to change some information or use spell check... If the document is re-locked after data has been entered into the form fields, that data instantly disappears. Vaporizes. It's gone. There is no way to go back and get it. No "un-do".

    Does anyone know a way to prevent this from happening? We're all actually pretty happy with the way the form works right now except for this little detail, so I don't want to go away from it entirely. I do have reasons for wanting to stick with a locked document, too (so it can't be altered after being sent to clients, etc). All I need to do is STOP the program from devouring our data the second we click that lock button again.....

    Thanks for any help that you can provide!
    Wild Spirit in Alberta.
  2. Anne Troy

    Anne Troy

    Feb 14, 1999
    First Name:
    Open your empty form.
    Hit Alt+F11
    At left, open your document so you can see This Document underneath it.

    Paste this code into the code window at right:

    Sub ReProt()
    ActiveDocument.Protect Type:=wdAllowOnlyFormFields, NoReset:=True, Password:=""

    End Sub

    Close the VB Editor.
    On your document, create a toolbar button to run the macro.
    For help with that, see Step 2 of:

    We could create a toolbar for Unprotect and Reprotect if you like, but requires a bit more VBA coding.

    Otherwise, they can only use the Reprotect because macros cannot be run (except by a separate toolbar button) when the doc is protected.

    Hope this helps!
  3. JudyB


    May 30, 2003
    Have you thought about setting it up on a database like Access. Then the history is always available in one place, and you can set up a nice form that is easy to key without changing the form itself. Just a thought - I know you said that you like the way it works on Word otherwise, and maybe you don't care about the history. We have one Word Form that we use that way and I really don't like it - but I may try the macro that Dream suggested.
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