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

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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>

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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>

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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>

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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>

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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

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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

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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>

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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>

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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>

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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>

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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>

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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>

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

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

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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

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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>

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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>

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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

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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>

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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>

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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)

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Integration Tools Setup <ul><li>Administrator utility for managing the mappings between applications and SmarTeam </li></ul>

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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>

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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>

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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>

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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>

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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>

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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>

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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>

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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>

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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>

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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>

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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>

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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>

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<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>