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MS Office Forum / Word / Programming / January 2006Macro for adding a sequential number to a template
I have a Word template for work orders that I would like to be able to have a sequential number generated and inserted when I need it and not have it automatically inserted every time I open it. I've look in a number of places but it seems something this simple is not discussed. Any ideas or help would be greatly appreciated. Thanks. I suppose that you could use a DocVariable field in the document { DocVariable "StoredNum" \# "000#" } Run the following macro when you want to generate a number: Sub MySeqNumber() Dim LastNum As Long On Error GoTo Handler LastNum = ActiveDocument.Variables("StoredNum").Value ActiveDocument.Variables("StoredNum").Value = LastNum + 1 ActiveDocument.Fields.Update Exit Sub Handler: ActiveDocument.Variables("StoredNum").Value = "0" Resume End Sub Sub Reset() ActiveDocument.Variables("StoredNum").Delete End Sub  SignatureGreg Maxey/Word MVP See: http://gregmaxey.mvps.org/word_tips.htm For some helpful tips using Word. > I have a Word template for work orders that I would like to be able to > have a sequential number generated and inserted when I need it and not [quoted text clipped - 3 lines] > > Thanks. >I have a Word template for work orders that I would like to be able to >have a sequential number generated and inserted when I need it and not [quoted text clipped - 3 lines] > >Thanks. Use the macro in http://www.word.mvps.org/FAQs/MacrosVBA/NumberDocs.htm but, instead of naming the macro AutoNew (which causes it to run every time you make a new document based on the template), name it something else like WorkOrderNumber. Then create a toolbar button or keyboard shortcut to run the macro when you want it (http://www.word.mvps.org/FAQs/Customization/AsgnCmdOrMacroToToolbar.htm or http://www.word.mvps.org/FAQs/Customization/AsgnCmdOrMacroToHotkey.htm). You probably also want to remove the line near the end of the macro that saves the document with the invoice number in the filename. -- Regards, Jay Freedman Microsoft Word MVP FAQ: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. I want to thank all of you for your replies. The suggestions worked wonderfully and I really appreciated how quickly everyone responded. Again, thank you very much! -Scott- Maybe a bit late now the other guys have been quick off the mark, but the following example will store the number in the registry. If you want to see how to have individual number sequences for a variety of documents see the modifications to the registry section at http://www.gmayor.com/save_numbered_versions.htm Sub AddNoFromRegistry() Dim iCount As Integer Dim WSHShell, RegKey, rkeyWord, Result Set WSHShell = CreateObject("WScript.Shell") Dim sDefault As String Dim sView As String Dim sCount As String Start: RegKey = "HKEY_CURRENT_USER\Software\Microsoft\Office\Word\Settings\" On Error Resume Next rkeyWord = WSHShell.RegRead(RegKey & "AddNo") If rkeyWord = "" Then WSHShell.regwrite RegKey & "AddNo", 0 GoTo Start: End If sDefault = InputBox("Reset start number?" & vbCr & _ "Enter any character to restart the numbering", "Reset", "No") If sDefault <> "No" Then iCount = 1 Else iCount = Val(rkeyWord) + 1 End If WSHShell.regwrite RegKey & "AddNo", iCount ' here the code is to print in header the registry value sView = ActiveWindow.View ActiveWindow.View = wdPrintView ActiveWindow.ActivePane.View.SeekView = wdSeekCurrentPageHeader Selection.WholeStory Selection.Delete Unit:=wdCharacter, Count:=1 sCount = Format(iCount, "000") Selection.TypeText Text:=sCount ActiveWindow.View.SeekView = wdSeekMainDocument ActiveWindow.View = sView End Sub Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > I want to thank all of you for your replies. The suggestions worked > wonderfully and I really appreciated how quickly everyone responded. > Again, thank you very much! > -Scott- Well I have managed to come up with another small problem. I decided on using the AutoNew macro by Doug Robbins and it has worked great. I then I moved the template to another system so two other people would have access to it (shared folder) from their PCs but the macro looks to the local C:\Settings.txt file (on their systems) for the sequential number. I have tried to change the pathway but I seem to be unable to change the location of the Settings.txt file in the macro. Any ideas? Thanks. -Scott- I am not sure why you cannot change the location of the Settings.txt file. The following may not be related, but I have recently become aware that it the user does not have administrator access under Windows XP, they are not able to write to the root directory of the C: drive. To overcome this problem, the following modified code should be used Sub AutoNew() Dim SettingsFile As String, Order as Long SettingsFile = Options.DefaultFilePath(wdDocumentsPath) & "\Settings.txt" Order = System.PrivateProfileString(SettingsFile, _ "MacroSettings", "Order") If Order = "" Then Order = 1 Else Order = Order + 1 End If System.PrivateProfileString(SettingsFile, "MacroSettings", _ "Order") = Order ActiveDocument.Bookmarks("Order").Range.InsertBefore Format(Order, "00#") ActiveDocument.SaveAs FileName:="path" & Format(Order, "00#") End Sub SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP > Well I have managed to come up with another small problem. I decided > on using the AutoNew macro by Doug Robbins and it has worked great. I [quoted text clipped - 5 lines] > Thanks. > -Scott- The two users have admin rights to their individual systems (runningWindows XP Pro) and have admin rights to log onto the system I am using for the template. The template is on a system running Windows 2000 professional. I'll try your suggestion tomorrow and once again, thank you very much for your time and help. -Scott- Doug and group; I ran the new macro and now I am getting a new message: run time error '13' Type Mismatch This is the line highlighted: If Order = "" Then Any suggestions? Some additional background, I renamed the original macro from "AutoNew" to "WorkOrderNumber" and removed the last line of the original macro in order to control when I wanted the sequential number added to the document. It worked beautifully until I placed it on a central Win 2000 PC and then I discovered the number would not be in sequence depending who utilized the template. Thanks again. -Scott- Change Dim SettingsFile As String, Order as Long to Dim SettingsFile As String, Order as Variant SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP > Doug and group; > I ran the new macro and now I am getting a new message: [quoted text clipped - 16 lines] > Thanks again. > -Scott- If you want the same number sequence for all users, the same settings.txt must be at a location available to all users. If you want separate numbers for each user then settings.txt must be set to a user location. Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > Doug and group; > I ran the new macro and now I am getting a new message: [quoted text clipped - 16 lines] > Thanks again. > -Scott- I've tried changing the Order to Variant and that didn't solve the problem. The settings.txt file is located on the Win2000 system and available to all (and both users have admin rights to the Win2000 box). Unfortunately, the two XP systems which access the folder for the templates insist on using their local C: drives and have set up their own Settings.txt files and there in lies the problem. I've tried different approaches to pointing to the folder where the template and Settings.txt file resides on the Win2000 system but so far no luck. Any other suggestions? Again, thanks so much for everyones help. -Scott- > I've tried changing the Order to Variant and that didn't solve the > problem. [quoted text clipped - 9 lines] > Again, thanks so much for everyones help. > -Scott- Hi Scott, Reading through the thread, it looks like you have two separate problems. Fixing either one alone won't help. One problem is getting both XP systems to see the Settings.txt file on the Win2000 system. To fix that, you need to edit the two lines in the macro that say System.PrivateProfileString("C:\Settings.Txt", so the path points to the shared location on the Win2000 system instead of the local C: drive. You haven't said whether the XP systems have a drive mapped to the Win2000 system (so it might be "X:\somefolder\Settings.txt") or whether they get access through a UNC address like "\\server\share\Settings.txt", but either way should work. The second problem is the error 13 "type mismatch". Declaring the variable Order as a Variant should have fixed that. SignatureRegards, Jay Freedman Microsoft Word MVP FAQ: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. Do you mean the "Run time error '13' Type Mismatch" problem, or some other problem. In the template(s), you must set the path to the Settings.txt file to a folder to which all users have read/write access. It you want multiple users to be able to obtain numbers from the one sequence, this path will NOT be to their c: drive. SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP > I've tried changing the Order to Variant and that didn't solve the > problem. [quoted text clipped - 9 lines] > Again, thanks so much for everyones help. > -Scott- Gentlemen: I used the UNC path to the Settings.Txt file and now everything is working well. Thank you so much for all your help, I really, really appreciate it. -Scott-
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