Sign Missouri Work Order Computer

Document type sign work order missouri computer

hello everybody this is James Restivo from crow Canyon software I'm going to give it a couple extra minutes here for some folks to trickle in and then we'll go ahead and get started with the webinar the I'm not sharing my screen in so you shouldn't see anything just yet but I'll start sharing my screen momentarily and then you'll see a browser window so let's give you a couple more minutes here then I'll have some that will get going so bear with us for a couple that's you alright it looks like you got a few more folks trickling in but well we'll just go ahead and get get going with the workshop today so this is a workshop on our nitro studio generate document action in our custom actions tool before we dive into that a couple things up front I know some of you have attended our webinars in the past so it should be pretty familiar with you for you but for those who haven't there is a questions box in the go to go to webinar screen on the right panel you'll see there's a questions section and just go ahead and pop your question into that box we also have Scott Restivo on the call he can answer the question live through that tool or he he will just chime in and ask the question to me a webinar itself so either way so it certainly pop your question in there anytime happy to get that answer get those answered for you a couple other things we have some upcoming other upcoming webinars and workshops I want to point out to you there's maybe a few workshops coming up about a nitrous Studio forms and workflow tools limitations and cost of using Microsoft's power platform using SharePoint amazes facilities requests at work order so those are all coming up in the month of March and then our next workshop is going to be later in March over here on the middle of March actually it's maybe about list of use lists roll up and reporting so keep an eye out for that go ahead sign up with all the webinars if you sign up and can attend we'll make sure you get a recording of it afterwards we'll send that over to you and as always reach out to us write questions and comments or that you might have we're happy to have you take our customers feedback we love to hear from you so with that we'll go ahead and get started with the the generate document action and how it can help you to manage creating documents in the nitric through the nitrous to do process when running workflows and actions so the first step if we're going through it we want to go into our custom actions tool so we can pop that open and then we'll select our list that we want to operate on all right pulled it up over here on this and it's gonna be on list it takes to list reason this training site is our demo area to show you what the tool is about and we've added the generate document action to one of our actions here I'll show that to you so just pop open this custom action and you'll see that we have a couple of these generate document capabilities here so it's three types of documents that you can generate through the custom action tool there's a word document there's a PDF and then there's an excel file so the word document is going to be coming from a word template and I'll show you how to setup a word template we have a couple that well one set up this demo site there's a for the excel file there's a way you set up the excel file for the template I'll show you how to do that one and then there's a PDF which is leveraging our print manager settings so we'll start with the word document because that's probably one of the more common ones that people will be using so i'll let's pop into that and you'll see you have the options here in the document template section so this the top section should be pretty familiar to you this is pretty common throughout our custom action tools this is where we get into the meat of it this document template and so this is where we can choose the of the three options so we have a word template you can have a excel template or the list print template is or this list item template is going to be the the print template that we can pull from so we're pointing this tool to a particular file that we have in a document library so this document library happens to live in our site assets folder and this is the file that we called it this dot dot you know template ticket file template or an ER column mapping so on the word document there's going to be some merge fields I'll show you how to add those and does a word document but there's um you know it once you have those on your document you'll have those as options in the merge field drop-down and you just simply select which one you want and say what you want to put in it so this is the field coming from the ticket list that we're working on there's they add that in there and then now these I staff placeholder in that template is going to take in the assign staff value from the ticket item when we run this action you can also use these functions over here on the right hand side so you can get some more interesting data into your you know into your template so then so that's pretty straightforward pretty pretty simple but the the key part is getting those merge fields put together on that word document so let me show you that piece of it so this lives in our site assets folder over here and this is a the ticket file template we were just working I'll give this a moment to pull up now one key thing to note here is that even though I'm pulling this up in the browser version of word we want to set these merge fields up in the desktop version of word you can't actually set them up in the browser version so that's a key point to make is that you have to open this up in the desktop app in order to add those merge fields to it so I pop this open and take a minute to pop up you'll see that there's a there's gonna be a setting it's actually on the insert tab at the top of word so if you go to insert you know so here's our word document here's the insert tab then clicking over to and then there's a section called quick parts so this quick parts area is where you're going to reference that merge field so it's like well click on quick parts and we'll select field we're gonna insert a field now the type of field we're going to insert is going to be called a merge field and that's in this list here on the left-hand side of this dialog that popped up so there's a merge field then we can just give it a name webinar now let's give a webinar so this name doesn't have to match the name in the column on the on your SharePoint list which might have assumed already but I make that point clear you don't have to have this field name be the same that it is on the SharePoint list it could be completely different I just hit OK and that's it now it's added in there so really that's I we've played around with different ways of adding this and this is really the only way you can do it is through this quick parts merge field option is added to or to your document we try doing it manually it just doesn't work even copying and pasting this sometimes it just doesn't quite work that well so we always recommend you know click where you want to add it whether it's in one of the you know a box on your table or somewhere else you want to make sure your cursor is there and then you have your quick parts filled merge field option give the name and then hit OK all right and one of the cool things about the the word document something that's a little different from the word document and the excel document is that as the associated items so we have a time tracking list here in our IT Help Desk that we're going to be referencing in this weird document and we just simply put a reference to it in the word document we'll make that when we go back to our form over here go to our custom action you can see we're just taking that time tracking merge field and referencing the time tracking column that's on our on our list and it's going to populate that information however many items are there no other things I'll highlight to here is that you can set up that association with the with that time tracking list so that's a sub list to the ticket list that Association typically you're going to be setting that up through nitro forms one of the key things right now that we have that you're going to have to do if you want to use an Associated item with a merge field with this generic document action is you're actually going to want to set it up in this linked items so if you go to the linked items tool this is where you need to configure that column so you do you know while you configure it not your forms you do actually have to configure it here as well in order for that generate document action to read that associated item so it does have to be done in both places so that's another important point to make is that it has to be here and in the Nitro form so a few other settings here once you map your columns you get your merge fields you get map your columns to it you can decide where you want to save it so that doc that document can be saved in a document library or you could save it as an attachment to the current item in this case what we're doing is we're creating we got this folder here one of the actions you see is a create folder action which you know I know Microsoft doesn't like you to use folders so we kind of shy away from that sometimes but just for purposes of this demo we're showing it and there's a folder path name which we're referencing just that ticket ID so this is actually a placeholder that we're referencing for that ID field and I believe it can use any you know any placeholder there we just have to have those percentage brackets around you know the percent percent field display name field internal name percent percent with the square brackets around it and then we can that gives us a variable that we can use in our naming conventions so we could choose a you know what we want to call the file name we can choose over an existing file if we wanted to and then we could also save it as either docx file or docx file so both of those options are available if you also want the user to have some input into the name or title of that file you could do that a lot of time know that that's possible too we are requiring the name here but you could also have them fill out the user fill out other fields of that document library metadata if you want to do okay so that's the generate document action for the word document next what I'm gonna go into is Excel and it's really basically the same the biggest difference here is maybe how you set up that Excel template that's really the key that we're going to be talking about with this one you see it's all the same settings we've got our merge fields that were referencing and we're just pulling that information into our list and then mapping the fields together and then we're we just finding where we save it it's all that's pretty much gonna be the same across the board for whether it's a Word document or a PDF document or a excel file so the let's go over to the excel file I'll show you what that looks like so if we go into our site contents actually go over here as the back page actually just go ahead and open it up again from here a little easier now take a file template this is our excel file now this excel file you don't have that merge fields option so you can actually do this and if you have to get this set up going from within the browser interface for the excel file so you don't have to open up and the desktop app to modify those fields and what we're doing is a reference referencing the field name we're creating the merge field essentially with these square brackets it's the double square brackets in the excel file so if you do a double square bracket field name double square bracket that will tell our tool to when they go and reference this excel file these are the fields we want pull into it and these are the fields we want reference and that's these the ones we can use to map up to our existing columns in SharePoint now one key difference here you're going to notice is with the time tracking one that's that's why was important to have it on the word document and we have it here too the way Excel works and the way the formatting works this is the best way we could you know get this to line up the way we want it to line up so we're looking at here there's a there's a generic TT field which we're referencing and if you look back at that custom action there's one TT field that were referencing but we've gone and created that TT field across multiple columns multiple rows and the reason we've done that is each one of these is going to be a separate item from that list so you wanna make sure you create as many rows and columns here as you want to pull it into your template now what we're referencing here what these numbers mean so it goes from 0 to 2 whatever whatever number you want so we're representing the first row of associated items associated time-tracking to this item that were where we jet using running that generate document action then the second row is going to be indicated as a 1 instead third row is going to be indicated as a 2 now the field the number over here this right hand field is actually a reference to the view of the list so if we go back to our linked items column you'll see what we've done here is we've [Music] to view so we have this link view here called all items so we actually need to do is go to this all items view and count how many columns over are the fields that we need to pull in so we can reference the technician field which is going to be the third column over but we actually reference it as two because of that like I noted it comes it goes from zero and up it doesn't start I want to starts at zero so it's kind of a key distinction to make so the third column over in that views gonna be number two the fourth column over is going to be number three fifth columns number five before etc etc so you can you figure you know which field you're gonna be pulling in because you counted over you know this one's number seven so the eighth one over so we use the number seven in there and we could pull it in this one the key difference is it does take a little more management to set up and associated or linked items with the excel file verses the word document but I don't want to show you how you could do it so that you have that tool available to you when you're generating these documents and then the third one that we go through for the generate document action is to create the PDF and this one's a little more straight for a more straightforward than that template now this like I said it ties back to our print manager tool so we're actually leveraging whatever template we've created over in the print manager tool so we've gone and created this ticket template it's one of our item templates so we're using print manager you'll note that there's a list print template and an item print template this is the one we're using this is the one we're referencing in that generate document action and then you just set this up how you would any other print template this one we've kept it consistent for the purposes of this webinar we kept it consistent across what we did for the word file and the excel file you can see it's kind of laid out the same way and you know you were just referencing our fields over here on the right-hand side and you know we don't have to do any mapping because now we're actually directly referencing the fields in the list and so you don't have that mapping need as part of it so it takes that step out when you're jittering it as a PDF and so you and they can reuse that print template across other areas of the program as well and then I know similar to the other two tools we're either saving as a document library or saving as an attachment to the current item and then we're also could have the user input some fields onto it and then there's also an option to save it as a PDF or a word document so we could actually decide to save this as a Word document using that print template so if you already have a print template set up that you don't want to recreate in a Microsoft Word template you can just go ahead and do that use this print template and then save it as a Word file that document library where you want it so that's pretty much the the the run of it I mean that's those are the three different ways you can save that file from a generate document action and the options you have available for creating those templates so we'll go ahead and see if there's any questions out there when using the print besides eight by eleven or have page breaks is the word the word I think would not be just part of the template itself I mean you know the word document you have one page two page three pages well that's actually interesting interesting point so I think if you're using the word template are saving this as a Word document when using the Ida print template you're going to potentially get multiple pages I don't think we have a page break indicator in here and that's not that's a really good suggestion that we should probably have in here some kind of page break to indicate multiple pages in the print template um and one limitation that we have right now when you're using it as a PDF is that it will save everything to one page or that PDF so you do want be careful if you have a lot of content it's going to scratch you down and put it onto one page in that PDF for the word document we'll go as long as it needs to but the PDF will scratch it down into that one the one file one page I should say any other questions the only one okay Matt this printing good okay okay excellent so yeah so faint questions pop up after the webinar shoot them across the odds in reviewing the video if there's something that I pops to mind they didn't think about on this call okay custom action button you know so you're in a in a forum itself and you can generate the document by pressing the button no no I didn't I was a kind of specifying the jerry document part of it but that's absolutely true is that we can go you know this this close and file button is going to be part of that yeah part of that list and so we can certainly add that through you know nitro forms or through any other tool we can um you know 39 forms or we can have it in the ribbon that that closed and file button which has that generate document action on it so that that gives you a way to just click the button and generate that document so it should be right I can show up on the form or in the ribbon or even in the ECB then let's read the three two three three dots next to each item that's exactly right so yeah I can show up here we can pop it onto the form itself or we can have that custom action up here here so um you know so it's give me a way to do that and here it isn't the ECB menu close the file so three different ways was to start running that action and and then it showed you all the possibilities for how to save that how to generate those those documents now when you're talking about a minute you're saving it to a file location or as an attachment on the actual document right on the actual list item right you can choose either so you're saving it to document library in in SharePoint or you're saving it to the item itself so they'll both ways options either either one of those options are available one person has about the recorded version of presentation yes there will be and we'll make that available to everybody who signed up but yes all along on the attachments thing when you attach it to item what we did in the Microsoft flow which is now called power automate a webinar we did we showed that you can actually run the generate document to generate like a certificate or invoice or purchase order whatever from the from the list item attach it to the list item and then by running this Microsoft flow or power automate if they call it now in it you can actually have it sent not only to a document library that attachment it can be sent to onedrive or Dropbox or any other outside system so there is a possibility generated in the document and then saving it through a flow out or you probably do what our REST API now to set saving it out to a outside system like well one Drive Dropbox any other another so that's a you know the document can go different places and of course you can email the document to once it's attached right you know yeah yeah I mean once once you have it attached if you have an attachment on one of these fields we have the email manage or a piece of it to which can include you know can include the the attachments from the file the item itself well actually in the custom action itself you do and it comes to max in itself after generated omlette document action you could add a send mail action yeah yeah of course let's go look at custom actions again and you can see that I think most people realize this but you can have a lot more than one action in a custom action it can be a whole series of action so let's take a quick look at that just again show the many possibilities when you start stringing these processes together right yeah absolutely that's right so yeah generate the document then you can do something else with that document so so absolutely yeah I mean that's that's the cost for that so you have this custom action and then you generated excel generated the PDF then you have another one called send mail so now it's going to send whatever you attached right wherever based in all this save food items attachments cuz it's now on attach behind taken generate it and then send and that's really important for like say you generate a purchase order a purchase request or some kind of access request whatever and then you want to save it and the PDF and send it off or Word document or whatever a contract even and send it off to somebody else all that can be done in the one fell swoop with by these actions kick off in sequence that's right sorry and the other point about the action you can and I think he might have pointed this out but the conditions on the custom action lookup even in the send mail action because only executes for certain people under certain conditions too so you can make this very kind of intricate you know as an intricate is needed you can make it pretty simple too but it can make it as intricate as needed so what you say it's only show the only people who generate documents is the procurement specialist or the or the IP manager or whoever so help them will only show up for that person that's something personally generate the document yeah he's ready to document the only person who can send it could be the IT manager all kinds of make it happen yeah I mean you can do that a couple different levels that's absolutely right I mean we could execute the action and we'll say that you like you say that person has to be in a certain group or in a certain field on the forum but we can also control that from the button level from night reforms you can permission that button itself to either P or knob here based on the logged in user so yeah it different ways it can control who who can do what absolutely right and the generate document is just one part of all the possibility for custom actions so it's absolutely our custom actions and all these capabilities which is a very extensive world in itself as to how you set up these workflows to automate your business process I just wanted to point that out yep no that's good that's very good that's absolutely right yeah so it's it's part of a larger picture absolutely I mean this is just one you know we're focusing on this one action but I think absolutely that makes sense see that you you put it in the context of the broader usage of it so that's absolutely true good alright so I'll just mention again we have some upcoming webinars are you can sign up for on these webinar pages I went through the titles earlier so well for you we've gone through that again workshops as well we will be sending out the recording of this so even if you can't make one of our webinars or workshops and you want to get the video just go ahead and sign up we'll make sure you get it I do also want to point out if you're in the nitrous studio app interface in this nitro resources section we should have those videos available through the you know through that link so if you just click the link for nitro tutorials these workshop videos plus other videos and other information about nitro studio will be available to you it just gives you a one-stop-shop for getting accessing those resources and seeing what's there so if you missed them whatever reason missed the email or you forget to sign up for one of these and you want to see the workshop video absolutely all that information should be accessible through here on the right hand side and country resources or you know poke around on our website page and you'll see there some you know on-demand workshop videos as well that we have out there so lots of ways to get that access to that information and as always you know if you shoot us an email or you know comments feedback questions we're happy to get those emails yeah we interact with our customers that's right and we're coming coming up to some shows the spring show season starting we'll be in Sacramento and March 21st then Branson Missouri for the North American collaboration summit April 1st and 2nd James will be in DC SharePoint fest on April 15 to 70s I'll be at the Houston SharePoint Saturday April 18th and it's a show in Dallas called the power dive 365 in Dallas at April 23rd I believe it is and then of course there's a big show in May in Vegas which is the 19th through 21st I believe in Las Vegas so we got a busy schedule coming a busy show schedule and hopefully we'll meet some of you there and also like James mentioned there's a number of webinars coming up that you can hopefully you can participate in and get some information and also like James said send us any questions give a call we're glad to discuss and find out what's required but you needs our you know we based most of our development enhancements on feedback from customers and so that's very important to us okay very good all right well thanks for that and thanks everyone for joining today and have a great rest of your day take care