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ENOVIA SmarTeam Attribute Mappings for Word and Excel Brian Olsen - Razorleaf
Objectives of the Session <ul><li>How to create and use mapped metadata in the body of Word and Excel documents </li></ul>...
What is Attribute Mapping? <ul><li>Transfer of values between SmarTeam and integrated applications </li></ul><ul><ul><li>T...
What is Attribute Mapping? <ul><li>Word and Excel SmarTeam integrations must be installed on the client machines </li></ul...
Office File Property Types <ul><li>Two types of properties </li></ul><ul><ul><li>Summary Properties </li></ul></ul><ul><ul...
Using File Properties in a Word Document <ul><li>From Word, Insert -> Field… -> DocProperty </li></ul><ul><ul><li>List of ...
Use of File Properties in an Excel Document <ul><li>Excel requires additional help to use file properties </li></ul><ul><l...
Use of Bookmarks in a Word Document <ul><li>Create a bookmark in Word  </li></ul><ul><ul><li>Select a location in the docu...
Use of Ranges in an Excel Document <ul><li>Create a named range or cell in Excel by </li></ul><ul><ul><li>Highlighting the...
Use of Ranges in Excel – Continued <ul><li>Recalculate (F9) is not required to update the document </li></ul><ul><li>Value...
Mapping Summary <ul><li>File Properties are updated automatically upon opening the document  if the integration is active ...
SmarTeam Details & Exercise Scenario <ul><li>The Documents super class contains a leaf class called Report Summary  </li><...
Exercise Scenario - Continued <ul><li>Report Summaries show a pass / fail value of the testing procedure </li></ul><ul><li...
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) Do...
Mapping Direction <ul><li>Configuring a mapping includes deciding the direction of the mapping </li></ul><ul><ul><li>SmarT...
Bi-Directional Mapping <ul><li>Several attributes are mapped bi-directionally </li></ul><ul><ul><li>Application to SmarTea...
Our Example Data Mapping Direction Description Name in Application  Mapping Group Type Mapping Direction SmarTeam Attribut...
SmarTeam Attribute Rules <ul><li>Text values in SmarTeam can be mapped in either direction </li></ul><ul><li>Lookup values...
Required DMD Changes for Presentation <ul><li>To use this example in your data model, add the following attributes to the ...
Our Example Data with SmarTeam Attribute Description Name in Application  Mapping Group Type Mapping Direction SmarTeam At...
Integration Tools Setup <ul><li>Administrator utility for managing the mappings between applications and SmarTeam </li></ul>
Integration Tools Setup Application <ul><li>Start ->All Programs -> SmarTeam -> Administrator Tools -> Admin Console </li>...
Integration Tools Setup Application <ul><li>Each SmarTeam-managed integration is listed in the tree </li></ul><ul><li>Each...
Use of Integration Tools Setup <ul><li>From the branches under Mapping Group Types, select the appropriate Mapping Group T...
Mapping Groups Tree <ul><li>Each Mapping Group Type has a Mapping Group Tree </li></ul><ul><li>Expanding the tree reveals ...
Add a new Mapping  <ul><li>To add a new mapping, right click on </li></ul><ul><ul><li>Bookmarks </li></ul></ul><ul><ul><li...
Attribute Properties (Application Side) <ul><li>Name – Name as it will appear in the properties, bookmarks or ranges </li>...
Attribute Properties (SmarTeam Side) <ul><li>Class name – Class holding the attribute that the property will read and/or w...
Exercise using the Example Data Table  <ul><li>Start Integration Tools Setup </li></ul><ul><li>Configure the SmarTeam Word...
Test the Integration Setup <ul><li>Test Word Integration </li></ul><ul><ul><li>Open the Word template </li></ul></ul><ul><...
Considerations <ul><li>Lookups </li></ul><ul><ul><li>Mapped as the value in the lookup table </li></ul></ul><ul><ul><li>Ca...
Recommendations <ul><li>Mapping to bookmarks and ranges  </li></ul><ul><ul><li>Allows direct document updating without the...
Recommendations - Continued <ul><li>When mapping to/from Bookmarks or Ranges or from Custom Properties </li></ul><ul><ul><...
<ul><li>Brian Olsen </li></ul><ul><ul><ul><li>www.Razorleaf.com </li></ul></ul></ul><ul><ul><ul><li>[email_address] </li><...
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COE2010 Razorleaf SmarTeam Attribute Mappings for Word and Excel

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Data and file contents can be moved between ENOVIA SmarTeam and Microsoft Word and Excel. View this presentation to learn how to create attribute mappings for SmarTeam with Word and Excel.

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  • At a client a few months ago They create a series of testing reports that are vital to their business As projects progress, they perform physical testing on samples of what they will be delivering Their business requires that they run many tests throughout a project life cycle The results of each test are summarized in a Word or Excel report The reports are tedious to create They wanted the reports stored in SmarTeam They wanted a solution to make the reports less tedious to create A sample report is in front of you Their solution turned out to be a combination of Word and Excel Automation and Attribute mapping. This session will go through the development of the solution through a hands on example with these objectives
  • Before we go any further, I would like to show you the working solution From Smarteam Find the mapped document Update the profile Card Open into Word Update the Word Document Check it Back in From Word Open a template Save As new file Save in ST Key in data Update Doc Show Mapping Results
  • Lets talk about file properties for a few minutes In the My Documents is a folder called TR-19 Attribute mappings Right click on one of the word docs and select properties Open the Document Find the same tables in the File Properties I mentioned that part of their solution included Word / Excel Automation. I am referring to the use of file properties in an Office document This automation has nothing to do with SmarTeam. Provides the capability to enter information in one location (file property) and have that information be displayed in the document
  • &gt;To use a file property in the body, header, or footer of a document, use the following procedure Select a location Select Insert / Field Select Doc Properties Select an Attribute from the list
  • &gt;To use file properties in Excel is a little trickier. It requires the use of a macro. Open the Sample Excel document The summary and custom properties are set the same as the Word Document To use the attributes a formula is required The Macros define the use of the fomulas In a cell key in the formula Hit F9 to update
  • &gt; As I said earlier, we can map to file properties, Word bookmarks, and Excel Ranges I just highlighted file properties and how they can be used in a document (we have not yet talked about configuring the mapping) Now I would like to talk a little about Word bookmarks A bookmark identifies a location in a file with a name. Just like a real bookmark identifies a page in book - * Use of bookmarks for attribute mappings are probably not the best choice if they are going to be used to push information into SmarTeam They can be difficult for the user to work with * What is great about mapping to bookmarks is that the document is updated automatically with a SmarTeam save There is no update fields or F9 required to update the document like with the use of File Properties
  • &gt; A range in excel is similar to a bookmark in Word. It identifies a cell (or location) with a name - * * Unlike file properties, there is no macro required to mappings to ranges
  • So far we have talked about Word and Excel and how to use file properties in a file How to create bookmarks How to create ranges I have not talked much SmarTeam yet To better frame the SmarTeam discussion I would like to better frame the example
  • From the sample documents that I showed, the following information will be displayed in the file and stored in SmarTeam Over the next few slides, I will be completing the remaining columns of this chart Then we will use this chart to setup the mappings
  • &gt; We have figured out what information we are going to map And what mapping mechanism will be used (file property, bookmark, etc) Now lets talk a little about mapping direction Remember earlier I said that attributes can be mapped in one direction or two Take the document title attribute, we can decide whether the user should fill out the title in the application or on the SmarTeam profile card If the user is going to complete the title in the application, then we will setup the mapping from the application to smarteam There are some attributes that should only be mapped in one specific direction SmarTeam controlled attributes should only be mapped from SmarTeam to the application Examples of SmarTeam attributes are Revision, creator, state
  • A couple comments on bi-directional mapping Bidirectional mapping means that the user can either fill out the value in the application or SmarTeam This can be Confusing
  • In our example, we are going to map some from SmarTeam to the application and some are bi-directional
  • Now we know what values we are going to map to the document We know what direction we are going to map in Now lets talk about what SmarTeam attributes will hold the mapped values and how the attribute type factors into mapping An attribute can be one a few different types Text value Lookup list value Reference to class Boolean (checkbox) Depending on the attribute type, there are different implications, particularly regarding the direction of mapping Text attributes can be mapped in either direction. Either fill them out in the application or in smarteam and map to the other. Lookup list values can only be mapped from SmarTeam to the application Department Lookup list with purchasing, mfg, eng that will be mapped. A user can not fill out the department in the application and have the lookup list value be selected. The user must select the value from Reference to class values can only be mapped from Smarteam to the application Boolean values can be mapped in either direction, but it is a little tricky
  • They have already been added to this data model
  • Here is the completed chart showing The description Name in the application Mapping type Mapping direction And the Smarteam attribute and type
  • So far we have talked about using file properties in office files, how to create bookmarks and ranges. We have defined what will be mapped, what direction and what attributes. Now talk about how to configure the mappings in SmarTeam To configure the mappings, the Administrator tool Integration Tools Setup is used
  • This is the interface where the work is done
  • Transcript of "COE2010 Razorleaf SmarTeam Attribute Mappings for Word and Excel"

    1. 1. ENOVIA SmarTeam Attribute Mappings for Word and Excel Brian Olsen - Razorleaf
    2. 2. Objectives of the Session <ul><li>How to create and use mapped metadata in the body of Word and Excel documents </li></ul><ul><li>Setup mapping between Office and SmarTeam </li></ul><ul><li>How to use a document mapped to SmarTeam </li></ul>
    3. 3. What is Attribute Mapping? <ul><li>Transfer of values between SmarTeam and integrated applications </li></ul><ul><ul><li>Title block mappings </li></ul></ul><ul><li>SmarTeam Editor includes the Office integrations </li></ul><ul><ul><li>The capability to map to Word and Excel files </li></ul></ul><ul><li>There are no additional integration licenses required for the Word and Excel integrations </li></ul>
    4. 4. What is Attribute Mapping? <ul><li>Word and Excel SmarTeam integrations must be installed on the client machines </li></ul><ul><li>Mappings can be performed to: </li></ul><ul><ul><li>File Properties (Summary and Custom) </li></ul></ul><ul><ul><li>Word Bookmarks & Excel Ranges </li></ul></ul><ul><li>Transfer of values can be bi-directional or one-way </li></ul><ul><ul><li>Office attributes are pushed to SmarTeam </li></ul></ul><ul><ul><li>SmarTeam profile card attributes are pushed to Word and Excel files </li></ul></ul>
    5. 5. Office File Property Types <ul><li>Two types of properties </li></ul><ul><ul><li>Summary Properties </li></ul></ul><ul><ul><li>Custom Properties </li></ul></ul><ul><li>Viewed by </li></ul><ul><ul><li>Right click properties of the file in Windows Explorer </li></ul></ul><ul><ul><li>Properties selection from the File menu of an Office application </li></ul></ul>
    6. 6. Using File Properties in a Word Document <ul><li>From Word, Insert -> Field… -> DocProperty </li></ul><ul><ul><li>List of properties to select from </li></ul></ul><ul><li>To update the document after updating a property requires that “Update Fields” be performed </li></ul><ul><ul><li>Body: Select all | F9 </li></ul></ul><ul><ul><li>Headers/Footers: View | Normal followed by View | Print Layout </li></ul></ul>Sample Mapping Document TR-19.doc
    7. 7. Use of File Properties in an Excel Document <ul><li>Excel requires additional help to use file properties </li></ul><ul><li>Two macros defined in the workbook </li></ul><ul><ul><li>Function CustomProperty(sProperty) As String </li></ul></ul><ul><ul><li>Application.Volatile </li></ul></ul><ul><ul><li>CustomProperty = ActiveWorkbook.CustomDocumentProperties(sProperty) </li></ul></ul><ul><ul><li>End Function </li></ul></ul><ul><ul><li>Function DocumentProperty(sProperty) As String </li></ul></ul><ul><ul><li>Application.Volatile </li></ul></ul><ul><ul><li>DocumentProperty = ActiveWorkbook.BuiltinDocumentProperties(sProperty) </li></ul></ul><ul><ul><li>End Function </li></ul></ul><ul><li>In cell usage </li></ul><ul><ul><li>=CustomProperty(“PropertyName”) </li></ul></ul><ul><ul><li>=DocumentProperty(“PropertyName”) </li></ul></ul><ul><li>To update the document after updating a property requires a formula recalculate (F9) </li></ul>Sample Mapping Document TR-19.xls
    8. 8. Use of Bookmarks in a Word Document <ul><li>Create a bookmark in Word </li></ul><ul><ul><li>Select a location in the document </li></ul></ul><ul><ul><li>Select the Insert | Bookmark… menu </li></ul></ul><ul><ul><li>Essentially a place holder </li></ul></ul><ul><li>Mapped values are updated automatically if the integration is active </li></ul><ul><li>Mapped values are updated with SmarTeam Save </li></ul><ul><li>Difficult to push attribute values to SmarTeam (setup) </li></ul><ul><li>Update Fields is not required </li></ul>
    9. 9. Use of Ranges in an Excel Document <ul><li>Create a named range or cell in Excel by </li></ul><ul><ul><li>Highlighting the cell </li></ul></ul><ul><ul><li>Type the name in the left end of the formula bar </li></ul></ul><ul><li>No macro required to use mappings to ranges </li></ul><ul><li>Mapped values are updated automatically if the integration is active when opened </li></ul>
    10. 10. Use of Ranges in Excel – Continued <ul><li>Recalculate (F9) is not required to update the document </li></ul><ul><li>Values are updated with SmarTeam Save </li></ul><ul><li>Easy to push information to SmarTeam </li></ul>
    11. 11. Mapping Summary <ul><li>File Properties are updated automatically upon opening the document if the integration is active </li></ul><ul><li>File Properties are updated with a SmarTeam Save </li></ul><ul><li>Documents are updated after Recalculate or Update Fields is performed </li></ul><ul><li>Mapping to File Properties is a good choice if the user is pushing information to SmarTeam </li></ul>
    12. 12. SmarTeam Details & Exercise Scenario <ul><li>The Documents super class contains a leaf class called Report Summary </li></ul><ul><li>Report Summary class is used to hold files that provide testing results performed on collected samples </li></ul><ul><li>Report Summaries will be created from a Word or Excel template </li></ul><ul><li>Report Summaries are very repetitive to create </li></ul>
    13. 13. Exercise Scenario - Continued <ul><li>Report Summaries show a pass / fail value of the testing procedure </li></ul><ul><li>Pass / fail will be captured as metadata in SmarTeam for searching purposes </li></ul><ul><li>Other data to capture on the report and in SmarTeam is: </li></ul><ul><ul><li>Project Name & Project Number </li></ul></ul><ul><ul><li>Reviewer & Review Date </li></ul></ul><ul><ul><li>Revision </li></ul></ul>
    14. 14. Example Report - Word Sample Mapping Document TR-19.doc
    15. 15. Sample Report - Excel Sample Mapping Document TR-19.xls
    16. 16. 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
    17. 17. Mapping Direction <ul><li>Configuring a mapping includes deciding the direction of the mapping </li></ul><ul><ul><li>SmarTeam  Application </li></ul></ul><ul><ul><li>Application  SmarTeam </li></ul></ul><ul><ul><li>SmarTeam   Application (Bi-Directional) </li></ul></ul><ul><li>System attributes controlled by SmarTeam should be mapped out of SmarTeam to the Application </li></ul><ul><ul><li>Revision, Creator, State </li></ul></ul><ul><li>Try to choose the mapping direction that is easiest for the user </li></ul>
    18. 18. Bi-Directional Mapping <ul><li>Several attributes are mapped bi-directionally </li></ul><ul><ul><li>Application to SmarTeam and </li></ul></ul><ul><ul><li>SmarTeam to the Application </li></ul></ul><ul><li>Can be confusing to the user </li></ul><ul><li>If both are changed, the values entered in the profile card will win, overwriting the values entered in the properties, bookmarks or ranges </li></ul>
    19. 19. 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
    20. 20. SmarTeam Attribute Rules <ul><li>Text values in SmarTeam can be mapped in either direction </li></ul><ul><li>Lookup values in SmarTeam can only be mapped from SmarTeam to the application </li></ul><ul><li>Reference to class values in SmarTeam can only be mapped from SmarTeam to the application </li></ul><ul><ul><li>No control over what is displayed in the application (Projection) </li></ul></ul>
    21. 21. Required DMD Changes for Presentation <ul><li>To use this example in your data model, add the following attributes to the Documents super class or substitute your own </li></ul><ul><ul><li>Project Name (Text) </li></ul></ul><ul><ul><li>Project Number (Text) </li></ul></ul><ul><ul><li>Reviewed By (RTC – Users) </li></ul></ul><ul><ul><li>Reviewed Date (Date) </li></ul></ul><ul><ul><li>Pass Fail (Lookup) </li></ul></ul><ul><li>Add leaf class called Report Summary </li></ul><ul><ul><li>Include class mechanisms for Word and Excel Documents </li></ul></ul>
    22. 22. 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)
    23. 23. Integration Tools Setup <ul><li>Administrator utility for managing the mappings between applications and SmarTeam </li></ul>
    24. 24. Integration Tools Setup Application <ul><li>Start ->All Programs -> SmarTeam -> Administrator Tools -> Admin Console </li></ul><ul><li>Select Integration Tool Setup & select the link </li></ul>
    25. 25. Integration Tools Setup Application <ul><li>Each SmarTeam-managed integration is listed in the tree </li></ul><ul><li>Each integration has a Mapping Group Types branch </li></ul><ul><ul><li>All Office integrations </li></ul></ul><ul><ul><ul><li>Summary Information </li></ul></ul></ul><ul><ul><ul><li>Custom Properties </li></ul></ul></ul><ul><ul><li>Word – Bookmarks </li></ul></ul><ul><ul><li>Excel – Ranges </li></ul></ul>
    26. 26. Use of Integration Tools Setup <ul><li>From the branches under Mapping Group Types, select the appropriate Mapping Group Type, right click and select “Open Groups Tree” </li></ul><ul><li>Displays the Mapping Groups Tree interface </li></ul>
    27. 27. Mapping Groups Tree <ul><li>Each Mapping Group Type has a Mapping Group Tree </li></ul><ul><li>Expanding the tree reveals two icons: </li></ul><ul><ul><li>Application side (green) </li></ul></ul><ul><ul><li>SmarTeam side (yellow) </li></ul></ul><ul><li>Right click in tree to add or update </li></ul><ul><li>Green icon without a yellow icon is not configured to map </li></ul>
    28. 28. Add a new Mapping <ul><li>To add a new mapping, right click on </li></ul><ul><ul><li>Bookmarks </li></ul></ul><ul><ul><li>Custom Properties </li></ul></ul><ul><ul><li>Built-In Properties </li></ul></ul><ul><li>Select Open Group Tree </li></ul><ul><li>Right click on Bookmarks </li></ul><ul><li>Select Add </li></ul>
    29. 29. Attribute Properties (Application Side) <ul><li>Name – Name as it will appear in the properties, bookmarks or ranges </li></ul><ul><li>Description – Additional text to help identify the mapping </li></ul><ul><li>Type – Character, number, date, time </li></ul><ul><li>Class type – Determines what classes will be available to select an attribute from in the next step </li></ul><ul><ul><li>All classes </li></ul></ul><ul><ul><li>Tree link </li></ul></ul><ul><ul><li>General link </li></ul></ul><ul><li>Enable updating of property – Push the value from SmarTeam to the property, bookmark, or range </li></ul>
    30. 30. Attribute Properties (SmarTeam Side) <ul><li>Class name – Class holding the attribute that the property will read and/or write to </li></ul><ul><li>Attribute name – Attribute that the property will read and/or write to </li></ul><ul><li>Display size – Number of characters that SmarTeam uses to store the attribute value </li></ul><ul><li>Enable update of SmarTeam – Push the value from the file to SmarTeam </li></ul>
    31. 31. Exercise using the Example Data Table <ul><li>Start Integration Tools Setup </li></ul><ul><li>Configure the SmarTeam Word mappings </li></ul><ul><ul><li>Description </li></ul></ul><ul><ul><li>Project Number </li></ul></ul><ul><ul><li>PassFail </li></ul></ul><ul><li>Configure SmarTeam Excel mappings </li></ul><ul><ul><li>Description </li></ul></ul><ul><ul><li>Project Number </li></ul></ul><ul><ul><li>PassFail </li></ul></ul>
    32. 32. Test the Integration Setup <ul><li>Test Word Integration </li></ul><ul><ul><li>Open the Word template </li></ul></ul><ul><ul><li>Save As ….Test template in My Documents </li></ul></ul><ul><ul><li>Key in Word data </li></ul></ul><ul><ul><ul><li>Title = COE Test Title (Summary Info) </li></ul></ul></ul><ul><ul><ul><li>ProjectName = COE Project (Custom Info) </li></ul></ul></ul><ul><ul><ul><li>ProjectNumber = 123456 </li></ul></ul></ul><ul><ul><li>Update the document </li></ul></ul><ul><ul><li>Save and Check In to SmarTeam </li></ul></ul><ul><ul><li>Update the Profile Card to “PASS” </li></ul></ul><ul><ul><li>Check Out the Word Document and Update </li></ul></ul><ul><ul><li>Did you PASS? (test the Excel mapping if time permits) </li></ul></ul>
    33. 33. Considerations <ul><li>Lookups </li></ul><ul><ul><li>Mapped as the value in the lookup table </li></ul></ul><ul><ul><li>Can not map from an application to SmarTeam </li></ul></ul><ul><li>Reference to Class </li></ul><ul><ul><li>Does not map as displayed on the Profile Card (projection) </li></ul></ul><ul><ul><li>Can not map from an application to SmarTeam </li></ul></ul><ul><li>Booleans </li></ul><ul><ul><li>Mapped as True or False to the application </li></ul></ul><ul><ul><li>A little tricky to display correctly </li></ul></ul><ul><ul><li>Requires adjusting the display size on the attribute mapping interface </li></ul></ul>
    34. 34. Recommendations <ul><li>Mapping to bookmarks and ranges </li></ul><ul><ul><li>Allows direct document updating without the need to recalculate the Excel workbook or update the fields in Word </li></ul></ul><ul><ul><li>Does not require the use of a macro in Excel to use the value in a field </li></ul></ul><ul><li>Bookmarks are difficult to use if configuring the mapping to update SmarTeam </li></ul><ul><li>Choose a mapping direction that is easiest on the user, but still creates valid data </li></ul>
    35. 35. Recommendations - Continued <ul><li>When mapping to/from Bookmarks or Ranges or from Custom Properties </li></ul><ul><ul><li>Use standard forms or templates with bookmarks, ranges, and custom properties predefined </li></ul></ul><ul><ul><li>Don’t rely on the user naming bookmarks, ranges, or custom properties correctly for mappings to work </li></ul></ul><ul><li>Confirm mappings are displayed as expected inside the viewer </li></ul>
    36. 36. <ul><li>Brian Olsen </li></ul><ul><ul><ul><li>www.Razorleaf.com </li></ul></ul></ul><ul><ul><ul><li>[email_address] </li></ul></ul></ul><ul><ul><ul><li>@Razorleaf </li></ul></ul></ul><ul><ul><ul><li>330.676.0022 x7140 </li></ul></ul></ul>
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