Would you like to automatically have attached documents titles (such as your summary, inspection agreement, etc.) included on your report table of contents and in the PDF bookmark jumps?
If you're using version 11.3.13 or higher, you can use a newer Table of Contents setup to do it automatically. These table of contents fields can import contents Section and Page information into a table that just expands automatically to accommodate as many items as needed. Any form names or attached documents where you've assigned a special name property to them automatically fill in the new index at final report print/preview time. Attached documents with a name assigned also automatically appear in the preview Outline tab for quick jumping, as well as bookmarks in final PDFs. It's actually easier to set up, then to explain.
1. Set up the document names for bookmarks and contents
2. Download a ready made cover and index (Standard & Premier editions only)
--or--
2. Update your own customized or existing index (all editions)
SET UP NAMES OF DOCUMENTS
Here's how to set up the name of the document to appear on the index and in bookmarks:
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Open and edit the master document you attach to inspections (e.g. summary document, contract, SOP, etc.) You may use an Action to open the template, or open the document directly in the Word Processor.
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In the document master, click File > Inspection document properties.
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Enter the Name of Document as you wish it to appear in the index and on bookmarks. If no name is entered here, then it won't appear on the index or bookmarks.
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Set the document to print along with the inspection and whether it goes before or after the inspection body. Click OK when done.
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Save and Exit the document when done to update your master. When the document is included in future inspections as an "attached document" it will automatically be included in the preview and PDF bookmarks. It will also appear on the index provided the newer index option is used (covered below).
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Repeat for any other documents you wish to include on your index.
NEXT SET UP YOUR INDEX DOCUMENT
If you are using a Standard or Premier edition of 3D Inspection System and would like to simply download a ready-made cover and table of contents we've created (note- this will replace your entire existing cover/index document with a different one), use these steps:
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Download this file (right-click and Save target as) to your hard drive, in your My Documents\3D Inspection System 11\ folder (or folder used for your data): Cover and Table of Contents template.w3d
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Open an inspection report
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Click File > Page Setup to access your overall report layout settings.
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In the General tab, click the Browse button to the right of the Index document filename. Locate the Cover and Table of Contents template.w3d file you saved in your data folder and Open to select it.
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Save and Exit the page setup window and your next new inspection will use your new cover and index document.
TIP: If you modify your master index document in report writer File > Page Setup, and wish to use that updated master in an existing report, in the existing report use the lower Attachments pane to right-click and Remove the attached _index.w3d file and then close and reopen the report. The current master will then attach to the report fresh. To simply edit the existing attached index to added a custom comment, note, or to edit standard included text to apply to that inspection only, right-click and Open the _index.w3d in the lower Attachments pane.
If you have customized your own cover and index document, or are using a Focus edition, here's now to set up the new feature in your own master document:
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Only one index section should normally be used for an inspection. To access your index document, open an inspection report and use Report Writer File > Page Setup to access your overall report layout settings.
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In the General tab, click Customize to access the Index document.
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Locate any old [FNxx] and [FPxx] section of codes in the document. Highlight and delete them. The old and new index fields will not work properly if both are used for a report.
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Next to insert the new index feature in it's place, position your cursor in the document where it should merge click Table > Insert Table. Click OK to insert a 2 column, 1 row table.
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Click your cursor in one table column and choose InsertWP_Insert_Menu > Table of Contents > Section.
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Click your cursor in the other table column and click Insert > Table of Contents > Page.
To work properly, the fields must be in the same table row and may not have any other characters other then the field itself in each cell. However you may format the appearance and position of the items by formatting the codes:
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Drag the column divider as desired to provide room for longer form or document names. Any that don't fit in the cell space provided will automatically wrap. If wrapping is not desired, you may remove the > from the Contents code to simply truncate them at the cell edge at print time.
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If you want page numbers or contents to right align, click the Paragraph Right icon in the toolbar while your cursor is in the appropriate cell
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If you want your contents items separated by a little space between them, use Paragraph > Format > Paragraph to adjust the "Line spacing" option as desired.
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You may highlight the fields and bold, italicize, underline, color, or adjust the font style and size as desired.
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Use File > Inspection document properties to make sure your index is set to automatically print with your inspection. You may or may not want to assign a Name of Document to the index depending on whether you want the index itself to be listed within its own merged Contents listing. When done, Save and Exit your document.
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Save and Exit your document when done. The updated index will be attached to future inspections you create. The new index will merge during the final print or preview time of the report itself.
Each unique inspection form name used in the report will automatically merge into the Contents area of the index. Included attached Documents that had a "Name of Document" property specified in their master file will merge their Name of Document into the index. The table cell automatically expands to accommodate as many contents items as needed. If no Name of Document is specified for an attached document, then it will not merge.
NOTE: Documents included as "Attached Files" with a report printout or email rather then as "Attached Documents" cannot be included on the index since those items are treated as separate entities from the report body itself. Those attachments also never display in a full report preview. If you use an Action to attach a 3D type document to an inspection as an Attached File, you may use Customize My Actions to switch it to attach as an Attached Document instead if you prefer, so that the document is truly part of the report. See Help topics about the differences between attachment types.
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