The Merge Document action allows you to merge multiple Microsoft Word or PDF files into one file, as well as convert Word files to PDF. This action takes the existing documents in an attached file field and combines them into one output file using your desired configuration settings. Merge Document actions are only compatible with .docx files from Microsoft Word 2010 or later, older .doc files are not supported. Other file types in the file field, such as image files or .xlsx files, are ignored when this action runs.
Merge Document actions work in a variety of situations where you want to create a single document from multiple attached files. For example, you might want to create a single file that includes a contract and all of its amendments. In this case, you could merge the original contract file in a local field with the files in a field from a related table that contains the contract's amendments. In another scenario, maybe you have a project with several tasks, and each task contains supporting documents. You could merge all of the supporting documents from the tasks into a single file in the project.
If you plan to convert from Word to PDF when you merge documents, you must have the Microsoft Word API enabled in your knowledgebase. For more information, see Microsoft Word Services Integration. |
You can access the Actions wizard in several ways, but the easiest way is to select Setup [Table] from the table where you want to create the action.
On the General tab, give the action a name and description.
Once your action is saved, the system automatically adds an M: before your given title to distinguish it as a Merge Document action. |
Click the Data Source Tab.
On the Data Source tab, you choose the fields holding the files that will be merged. You also select where the merged document is stored.
For any of the options, you can also choose up to three additional fields that hold other files to be merged. If you choose additional fields, you must also select the order in which the original source field is merged.
The file you identify as First is also used for the headers and footers in the final output. If you want to merge the headers and footers across documents instead, create a Choice global variable named user_hdr_ftr_first_doc_4_merge and set it to No. |
Use the Options tab to configure various settings for the merged document.
If the output format is PDF, choose whether to include or ignore Word files during the merge. If Word files are included, choose whether consecutive Word files are merged and then converted to PDF, or whether Word files are converted to PDF and then merged. If you convert Word files to PDF and then merge them, they retain their original styles. If you merge consecutive Word files before converting to PDF, the pages of the merged document are numbered consecutively based on the first page number, and the first file's style definitions are used on all subsequent pages.
If you merge a mixture of Word and PDF documents, consecutive Word documents may be merged with one style and then interrupted by PDF files, and any Word files that come after the PDF files take the style of the first Word file immediately following the last PDF file. |
If the output format is PDF, choose whether Word to PDF conversion should use MS Word services on the current server or a remote server. Word to PDF conversion requires the Microsoft Word API to work. For more information on how to configure this functionality in your knowledgebase, see Microsoft Word Services Integration.
In an Incident record, imagine you want to create a single PDF from a group of several Word documents that provide supporting material. In the final merged document, you want consecutive page numbers and a consistent style.
Remember, before you get started, you need to enable the Microsoft Word API in your knowledgebase. See Microsoft Word Services Integration for more information.
Before creating the Merge Document action, create the additional fields that the action will use.
Use the Actions wizard to create a new Merge Document action.
$id supporting-doc
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