“AutoForm” Basic Operating Instructions
Copyright 2005 Jefferson Industrial Software, LLC
2
Table of Contents
Basic Operating
3
Saving
5
Key Table
6
How to create form templates
7
Form Helper
9
Adding a Template
10
File Naming
11
Setup: Profiles
12
Setup: Template Path
14
3
Basic instructions for the “J-MOS AutoForm” *These instructions use Microsoft Excel as the example. All the instructions are applicable to Microsoft Word as well. 1. Open “Outlook” to the contact person who will be receiving your form. 2. Start “J-MOS AutoForm”. 3. The Outlook information will be immediately viewable in the “Review” box.
4. If information is missing it needs to be updated in “Outlook” for the next time. 5. Click on the “Excel Forms” tab
4
6. Click the “Forms” button and then click the form you want to open.
7. In the reference box enter the “Ref:” that will go into your document’s reference (Ref:) section. This will also be part of the file name when saved.
5
8. After the document has been opened, immediately save it to the folder of your choice. Do this prior to typing in the document body information.
The “Save” button will allow options (if “No” is selected) as to where to save the file. The “Save to Last Location” button will give you the option to save the completed form to the last file you saved this person’s previous document. The default save file path is: “C:\\Program Files\J-MOS AutoForm” File saving syntax: “Form name_contact name_date_reference” Example: You have a form named “Faxcover”. The Outlook’s contact name is “Mike Fox”. It is October 10, 2005. The reference (Ref:) of your fax cover is “ Billing info for job 05-265” The saved file name would be: “Faxcover_Mike Fox_10-10-05_ Billing info for job 05-265.xls”(if it were and Excel form).
9. Close “J-MOS AutoForm” and type in your information. 10. When completely finished with your form, press the “Excel” save button, as you normally would save a workbook. This will save the form; to the file path, and file name, you gave it using the “J-MOS AutoForm” (“Save”) command.
6
J-MOS AutoForm Key Structure Key Table Use the following “Keys” when designing your own forms.
Excel / Word "Key"
Replacement Value
Value Received From:
Date
J-MOS AutoForm
Jname Jcompany Jaddress Jcity Jstate Jzip Jphone Jfax Jjobtitle Jtitle
= = = = = = = = = = =
Name Company Street Address City State Zip Phone Fax Job Title Dear Mr….
Outlook Contact Form Outlook Contact Form Outlook Contact Form Outlook Contact Form Outlook Contact Form Outlook Contact Form Outlook Contact Form Outlook Contact Form Outlook Contact Form Outlook Contact Form
Myname Mytitle Mycompanyname Mystreet Mycity Mystate Myzip Myphone Myext Myfax
= = = = = = = = = =
Formal or Informal Name Job Title Company Name Street Address City State Zip Office Phone Ext. Fax
J-MOS AutoForm Settings Tab J-MOS AutoForm Settings Tab J-MOS AutoForm Settings Tab J-MOS AutoForm Settings Tab J-MOS AutoForm Settings Tab J-MOS AutoForm Settings Tab J-MOS AutoForm Settings Tab J-MOS AutoForm Settings Tab J-MOS AutoForm Settings Tab J-MOS AutoForm Settings Tab
Jdate
7
How to Create Your Own Form Templates Open MS Excel and create your template, as you would like to see it. Bring in your logo and whatever type formatting (bold, italics, etc) you want. Wherever you want information automatically filled in from Outlook or J-MOS Autoform, you need to place a “Key” in that cell. Only use the “keys” you need, ignore the rest. Using the “Key” table: The items in the column marked “Excel Value” is the “Key” reference that is placed on the Excel template. The items in the column marked “Replacement Value” is what will replace the “Key” value on your Excel sheet. In the column marked “Value Received From:” is where the replacement key value comes from, either from MS Outlook or from the J-MOS Autoform program.
In the first picture below (Fig. 1), is the Excel template sheet. Th e author of this sheet wants the Outlook’s contact name, company name, phone and fax numbers to go in the designated cells. “Keys” can placed anywhere on the sheet, as many times as needed.
Fig.1
The key “Jname” will be replaced with Outlook’s contact name. The key “Jcompany” will be replaced with Outlook’s contact’s company name. The key “Jphone” will be replaced with Outlook’s contact’s phone number. The key “Jfax” will be replaced with Outlook’s contact’s fax number.
8
In this example Outlook was opened to a vendor contact named “North Bay Distributors” with the name of “Mike Fox” as the contact person. (Fig.2) After the template has been brought up in the J-MOS AutoForm, the appropriate fields from the Outlook contact sheet then replace the key fields. If any of these cells are blank, that would indicate the information is missing in the Outlook contact information .
*For example purposes this information would be brought into the form after the Excel form was created and listed in the “J-MOS AutoForm”
Fig.2
These values
REPLACE
these keys
9
REMEMBER:
The AutoForm “Keys” must be typed into your Excel template, exactly as you see it here. You can repeat the same key on a template as many times as you want. Non-existing keys will be ignored; you only have to use the ones you want.
Using the “Form Helper” From the main menu click the button “Help” then click “Form Helper”.
Right-Click Copy (Ctrl+C) these keys form here and Right-Click Paste (Ctrl+V) into your for m.
When the “Form Helper” pops-up you can copy and paste the “Keys” from here to the Excel or Word form. Using this along with the key guide (Page 4), this will help assure you have the correct key syntax in your custom form.
10
Adding a “Template” to the List Now that you have created a template, it must be saved in the file “C:\\Program Files\ J-MOS Autoform\”. J-MOS Autoform always looks here for the templates. Let’s say you save this file as “MyTest.xls”. You must tell J-MOS Autoform that the file template exists. To do this click on the tab “Excel Forms”. Then click the button that says “Add New Form”
Then click the “Add” button.
11
Save the file name EXACTLY as you named the saved Excel file in the “C:\\Program Files\ J-MOS Autoform ”.
Do not type in the “. xls” or “.doc” suffix ONLY THE FILE NAME.*
*Note: Do not save your Word documents as “.dot”; or your Excel Worksheet/templates as “.xlt”. Autoform will not see them.
12
Your template is now ready to use…
Click in the green list box on the form you would like to like to create.
Setup: Profiles / Template Paths You can set-up as many profiles as you would like. If you are using J-MOS AutoForm for yourself only, you may want to have a business profile, and personal profile.
13
If you type in the same type documents for a variety of different people, you could have each person on there own profile. All you have to do is scroll to the profile, then select the form you want filled out and that profile is inserted into the form.
Profile Menu
1
2 3 4 9
5 6 7
8
1. 2. 3. 4. 5.
Setup tab Click to Add a profile Update after adding new or editing a profile Click this to edit a current profile Delete the current
14
Template File Path
3
1 2
4 5
6
1. The last date and time you updated the template files 2. Path where the template files are copied from 3. Click if you want to update your template files every time the J-MOS AutoForm is started 4. Click this if you want to only manually update your template files 5. Click to change the file path 6. Click to manually update the template files. Note: The “Autoload” and “Manual Update” will update the template files that are in your Word and Excel forms lists. It will not update all the files in the template files folder automatically. You must have the file names entered prior to downloading. This enables you to be selective as to which template files you want on your computer and have updated.
15
Notes:
16
Jefferson Industrial Software, LLC 44098 Mercure Circle Sterling, Va. 20166 Phone: 800-811-0118 Fax : 703-260-3371 www.J-MOS.com
This collection in its entirety: Copyright: 2005 Jefferson Industrial Software, LLC
