Implementing a Dynamic Document Control Table

by Allen Wyatt
(last updated September 2, 2017)

2

Tim has a "document control" table at the end of a document and the table contains fields that are filled in by a reviewer. (Things like Version Number, Revision Date, etc.) When the information in the table is completed, he wants to access information entered into the table using fields in other areas of the document, such as the footer. He wonders how he can create fields that he can put in a document that will be updated automatically when the information in the "document control" table is changed.

The easiest way to do this is to figure out what information can be provided directly by Word and what information you need to provide manually. For instance, Word provides automatic fields that allow you to reference certain statistics, such as number of pages or last saved date. These types of fields can be placed in as many locations in your document as desired—such as both the document control table and the footer. Just determine which field you want, and then insert that field at the locations desired.

If, however, you want to use information that is not maintained by Word, such as a revision number specific to your company, then you should insert the information in the document control table and then bookmark the information. You can then use a field (REF) to reference the information in the bookmark—your revision number. The REF field can be inserted wherever you need it in the document.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (4298) applies to Microsoft Word 2007, 2010, 2013, and 2016.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

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What is 7 + 6?

2017-09-07 09:21:11

Paul Hanson

Kind of related to Document Properties, is there a way to set the Title field to use the filename? I have documents for each system (300+) and I'd like to make the title be "Restore Application - [FILENAME]" and make [FILENAME] be the name of the Word file without the extension. Any thoughts?


2017-09-06 08:46:40

Eva Balassa

Another option is to use Document Properties. The Summary and Custom tabs show fields that contain information about the document. For instance, Title, Subject, Author, and Company. Use the Custom tab to add fields of your own, for example Document Number, Version, Version Date, etc... Insert information in these fields using DocProperty.


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