COE2010 Razorleaf SmarTeam Attribute Mappings for Word and Excel

ENOVIA SmarTeam Attribute Mappings for Word and Excel Brian Olsen - Razorleaf

Objectives of the Session
How to create and use mapped metadata in the body of Word and Excel documents
Setup mapping between Office and SmarTeam
How to use a document mapped to SmarTeam

What is Attribute Mapping?
Transfer of values between SmarTeam and integrated applications
Title block mappings
SmarTeam Editor includes the Office integrations
The capability to map to Word and Excel files
There are no additional integration licenses required for the Word and Excel integrations

What is Attribute Mapping?
Word and Excel SmarTeam integrations must be installed on the client machines
Mappings can be performed to:
File Properties (Summary and Custom)
Word Bookmarks & Excel Ranges
Transfer of values can be bi-directional or one-way
Office attributes are pushed to SmarTeam
SmarTeam profile card attributes are pushed to Word and Excel files

Office File Property Types
Two types of properties
Summary Properties
Custom Properties
Viewed by
Right click properties of the file in Windows Explorer
Properties selection from the File menu of an Office application

Using File Properties in a Word Document
From Word, Insert -> Field… -> DocProperty
List of properties to select from
To update the document after updating a property requires that “Update Fields” be performed
Body: Select all | F9
Headers/Footers: View | Normal followed by View | Print Layout
Sample Mapping Document TR-19.doc

Use of File Properties in an Excel Document
Excel requires additional help to use file properties
Two macros defined in the workbook
Function CustomProperty(sProperty) As String
Application.Volatile
CustomProperty = ActiveWorkbook.CustomDocumentProperties(sProperty)
End Function
Function DocumentProperty(sProperty) As String
Application.Volatile
DocumentProperty = ActiveWorkbook.BuiltinDocumentProperties(sProperty)
End Function
In cell usage
=CustomProperty(“PropertyName”)
=DocumentProperty(“PropertyName”)
To update the document after updating a property requires a formula recalculate (F9)
Sample Mapping Document TR-19.xls

Use of Bookmarks in a Word Document
Create a bookmark in Word
Select a location in the document
Select the Insert | Bookmark… menu
Essentially a place holder
Mapped values are updated automatically if the integration is active
Mapped values are updated with SmarTeam Save
Difficult to push attribute values to SmarTeam (setup)
Update Fields is not required

Use of Ranges in an Excel Document
Create a named range or cell in Excel by
Highlighting the cell
Type the name in the left end of the formula bar
No macro required to use mappings to ranges
Mapped values are updated automatically if the integration is active when opened

Use of Ranges in Excel – Continued
Recalculate (F9) is not required to update the document
Values are updated with SmarTeam Save
Easy to push information to SmarTeam

Mapping Summary
File Properties are updated automatically upon opening the document if the integration is active
File Properties are updated with a SmarTeam Save
Documents are updated after Recalculate or Update Fields is performed
Mapping to File Properties is a good choice if the user is pushing information to SmarTeam

SmarTeam Details & Exercise Scenario
The Documents super class contains a leaf class called Report Summary
Report Summary class is used to hold files that provide testing results performed on collected samples
Report Summaries will be created from a Word or Excel template
Report Summaries are very repetitive to create

Exercise Scenario - Continued
Report Summaries show a pass / fail value of the testing procedure
Pass / fail will be captured as metadata in SmarTeam for searching purposes
Other data to capture on the report and in SmarTeam is:
Project Name & Project Number
Reviewer & Review Date
Revision

Example Report - Word Sample Mapping Document TR-19.doc

Sample Report - Excel Sample Mapping Document TR-19.xls

Our Example Data to Map Description Name in Application Mapping Group Type Mapping Direction SmarTeam Attribute (Type) Document Title Title Summary Information Project Name ProjectName Custom Property Project Number ProjectNumber Custom Property Document Reviewed By ReviewedBy Custom Property Document Review Date ReviewedDate Custom Property Revision Letter of Document Revision Custom Property Pass Fail Status PassFail Bookmark

Mapping Direction
Configuring a mapping includes deciding the direction of the mapping
SmarTeam  Application
Application  SmarTeam
SmarTeam   Application (Bi-Directional)
System attributes controlled by SmarTeam should be mapped out of SmarTeam to the Application
Revision, Creator, State
Try to choose the mapping direction that is easiest for the user

Bi-Directional Mapping
Several attributes are mapped bi-directionally
Application to SmarTeam and
SmarTeam to the Application
Can be confusing to the user
If both are changed, the values entered in the profile card will win, overwriting the values entered in the properties, bookmarks or ranges

Our Example Data Mapping Direction Description Name in Application Mapping Group Type Mapping Direction SmarTeam Attribute (Type) Document Title Title Summary Information Project Name ProjectName Custom Property Project Number ProjectNumber Custom Property Document Reviewed By ReviewedBy Custom Property Document Review Date ReviewedDate Custom Property Revision Letter of Document Revision Custom Property Pass Fail Status PassFail Bookmark

SmarTeam Attribute Rules
Text values in SmarTeam can be mapped in either direction
Lookup values in SmarTeam can only be mapped from SmarTeam to the application
Reference to class values in SmarTeam can only be mapped from SmarTeam to the application
No control over what is displayed in the application (Projection)

Required DMD Changes for Presentation
To use this example in your data model, add the following attributes to the Documents super class or substitute your own
Project Name (Text)
Project Number (Text)
Reviewed By (RTC – Users)
Reviewed Date (Date)
Pass Fail (Lookup)
Add leaf class called Report Summary
Include class mechanisms for Word and Excel Documents

Our Example Data with SmarTeam Attribute Description Name in Application Mapping Group Type Mapping Direction SmarTeam Attribute (Type) Document Title Title Summary Information Description (Text) Project Name ProjectName Custom Property Project name (Text) Project Number ProjectNumber Custom Property Project Number (Text) Document Reviewed By ReviewedBy Custom Property Reviewed By (RTC) Document Review Date ReviewedDate Custom Property Reviewed Date (Date) Revision Letter of Document Revision Custom Property Revision (Text) Pass Fail Status PassFail Bookmark Pass Fail (Lookup)

Integration Tools Setup
Administrator utility for managing the mappings between applications and SmarTeam

Integration Tools Setup Application
Start ->All Programs -> SmarTeam -> Administrator Tools -> Admin Console
Select Integration Tool Setup & select the link

Integration Tools Setup Application
Each SmarTeam-managed integration is listed in the tree
Each integration has a Mapping Group Types branch
All Office integrations
Summary Information
Custom Properties
Word – Bookmarks
Excel – Ranges

Use of Integration Tools Setup
From the branches under Mapping Group Types, select the appropriate Mapping Group Type, right click and select “Open Groups Tree”
Displays the Mapping Groups Tree interface

Mapping Groups Tree
Each Mapping Group Type has a Mapping Group Tree
Expanding the tree reveals two icons:
Application side (green)
SmarTeam side (yellow)
Right click in tree to add or update
Green icon without a yellow icon is not configured to map

Add a new Mapping
To add a new mapping, right click on
Bookmarks
Custom Properties
Built-In Properties
Select Open Group Tree
Right click on Bookmarks
Select Add

Attribute Properties (Application Side)
Name – Name as it will appear in the properties, bookmarks or ranges
Description – Additional text to help identify the mapping
Type – Character, number, date, time
Class type – Determines what classes will be available to select an attribute from in the next step
All classes
Tree link
General link
Enable updating of property – Push the value from SmarTeam to the property, bookmark, or range

Attribute Properties (SmarTeam Side)
Class name – Class holding the attribute that the property will read and/or write to
Attribute name – Attribute that the property will read and/or write to
Display size – Number of characters that SmarTeam uses to store the attribute value
Enable update of SmarTeam – Push the value from the file to SmarTeam

Exercise using the Example Data Table
Start Integration Tools Setup
Configure the SmarTeam Word mappings
Description
Project Number
PassFail
Configure SmarTeam Excel mappings
Description
Project Number
PassFail

Test the Integration Setup
Test Word Integration
Open the Word template
Save As ….Test template in My Documents
Key in Word data
Title = COE Test Title (Summary Info)
ProjectName = COE Project (Custom Info)
ProjectNumber = 123456
Update the document
Save and Check In to SmarTeam
Update the Profile Card to “PASS”
Check Out the Word Document and Update
Did you PASS? (test the Excel mapping if time permits)

Considerations
Lookups
Mapped as the value in the lookup table
Can not map from an application to SmarTeam
Reference to Class
Does not map as displayed on the Profile Card (projection)
Can not map from an application to SmarTeam
Booleans
Mapped as True or False to the application
A little tricky to display correctly
Requires adjusting the display size on the attribute mapping interface

Recommendations
Mapping to bookmarks and ranges
Allows direct document updating without the need to recalculate the Excel workbook or update the fields in Word
Does not require the use of a macro in Excel to use the value in a field
Bookmarks are difficult to use if configuring the mapping to update SmarTeam
Choose a mapping direction that is easiest on the user, but still creates valid data

Recommendations - Continued
When mapping to/from Bookmarks or Ranges or from Custom Properties
Use standard forms or templates with bookmarks, ranges, and custom properties predefined
Don’t rely on the user naming bookmarks, ranges, or custom properties correctly for mappings to work
Confirm mappings are displayed as expected inside the viewer

Brian Olsen
www.Razorleaf.com
[email_address]
@Razorleaf
330.676.0022 x7140

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COE2010 Razorleaf SmarTeam Attribute Mappings for Word and Excel

by Razorleaf Corporation on Apr 21, 2010

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COE2010 Razorleaf SmarTeam Attribute Mappings for Word and Excel — Presentation Transcript