Generate Word Documents (in Excel VBA) from a series of Document Templates

Question

Hey all. I'll try to make this brief and simple. :)

I have

1. 40 or so boilerplate word documents with a series of fields (Name, address, etc) that need to be filled in. This is historically done manually, but it's repetitive and cumbersome.
2. A workbook where a user has filled a huge set of information about an individual.

I need

• A way to programatically (from Excel VBA) open up these boilerplate documents, edit in the value of fields from various named ranges in the workbook, and save the filled in templates to a local folder.

If I were using VBA to programatically edit particular values in a set of spreadsheets, I would edit all those spreadsheets to contain a set of named ranges which could be used during the auto-fill process, but I'm not aware of any 'named field' feature in a Word document.

How could I edit the documents, and create a VBA routine, so that I can open each document, look for a set of fields which might need to be filled in, and substitute a value?

For instance, something that works like:

for each document in set_of_templates     if document.FieldExists("Name") then document.Field("Name").value = strName     if document.FieldExists("Address") then document.Field("Name").value = strAddress     ...      document.saveAs( thisWorkbook.Path & "\GeneratedDocs\ " & document.Name ) next document 

Things I've considered:

• Mail merge - but this is insufficient because it requires opening each document manually and structuring the workbook as a data source, I kind of want the opposite. The templates are the data source and the workbook is iterating through them. Also, mail merge is for creating many identical documents using a table of different data. I have many documents all using the same data.
• Using placeholder text such as "#NAME#" and opening each document for a search and replace. This is the solution I would resort to if nothing more elegant is proposed.

Answer 1

It's been a long time since I asked this question, and my solution has undergone more and more refinement. I've had to deal with all sorts of special cases, such as values that come directly from the workbook, sections that need to be specially generated based on lists, and the need to do replacements in headers and footers.

As it turns out, it did not suffice to use bookmarks, as it was possible for users to later edit documents to change, add, and remove placeholder values from the documents. The solution was in fact to use keywords such as this:

This is just a page from a sample document which uses some of the possible values that can get automatically inserted into a document. Over 50 documents exist with completely different structures and layouts, and using different parameters. The only common knowledge shared by the word documents and the excel spreadsheet is a knowledge of what these placeholder values are meant to represent. In excel, this is stored in a list of document generation keywords, which contain the keyword, followed by a reference to the range that actually contains this value:

These were the key two ingredients required. Now with some clever code, all I had to do was iterate over each document to be generated, and then iterate over the range of all known keywords, and do a search and replace for each keyword in each document.

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First, I have the wrapper method, which takes care of maintaining an instance of microsoft word iterating over all documents selected for generation, numbering the documents, and doing the user interface stuff (like handling errors, displaying the folder to the user, etc.)

' Purpose: Iterates over and generates all documents in the list of forms to generate '          Improves speed by creating a persistant Word application used for all generated documents Public Sub GeneratePolicy()     Dim oWrd As New Word.Application     Dim srcPath As String     Dim cel As Range      If ERROR_HANDLING Then On Error GoTo errmsg     If Forms.Cells(2, FormsToGenerateCol) = vbNullString Then _         Err.Raise 1, , "There are no forms selected for document generation."     'Get the path of the document repository where the forms will be found.     srcPath = FindConstant("Document Repository")     'Each form generated will be numbered sequentially by calling a static counter function. This resets it.     GetNextEndorsementNumber reset:=True     'Iterate over each form, calling a function to replace the keywords and save a copy to the output folder     For Each cel In Forms.Range(Forms.Cells(2, FormsToGenerateCol), Forms.Cells(1, FormsToGenerateCol).End(xlDown))         RunReplacements cel.value, CreateDocGenPath(cel.Offset(0, 1).value), oWrd     Next cel     oWrd.Quit     On Error Resume Next     'Display the folder containing the generated documents     Call Shell("explorer.exe " & CreateDocGenPath, vbNormalFocus)     oWrd.Quit False     Application.StatusBar = False     If MsgBox("Policy generation complete. The reserving information will now be recorded.", vbOKCancel, _               "Policy Generated. OK to store reserving info?") = vbOK Then Push_Reserving_Requirements     Exit Sub errmsg:     MsgBox Err.Description, , "Error generating Policy Documents" End Sub 

That routine calls RunReplacements which takes care of opening the document, prepping the environment for a fast replacement, updating links once done, handling errors, etc:

' Purpose: Opens up a document and replaces all instances of special keywords with their respective values. '          Creates an instance of Word if an existing one is not passed as a parameter. '          Saves a document to the target path once the template has been filled in. ' '          Replacements are done using two helper functions, one for doing simple keyword replacements, '          and one for the more complex replacements like conditional statements and schedules. Private Sub RunReplacements(ByVal DocumentPath As String, ByVal SaveAsPath As String, _                             Optional ByRef oWrd As Word.Application = Nothing)     Dim oDoc As Word.Document     Dim oWrdGiven As Boolean     If oWrd Is Nothing Then Set oWrd = New Word.Application Else oWrdGiven = True      If ERROR_HANDLING Then On Error GoTo docGenError     oWrd.Visible = False     oWrd.DisplayAlerts = wdAlertsNone      Application.StatusBar = "Opening " & Mid(DocumentPath, InStrRev(DocumentPath, "\") + 1)     Set oDoc = oWrd.Documents.Open(Filename:=DocumentPath, Visible:=False)     RunAdvancedReplacements oDoc     RunSimpleReplacements oDoc     UpdateLinks oDoc 'Routine which will update calculated statements in Word (like current date)     Application.StatusBar = "Saving " & Mid(DocumentPath, InStrRev(DocumentPath, "\") + 1)     oDoc.SaveAs SaveAsPath      GoTo Finally docGenError:     MsgBox "Un unknown error occurred while generating document: " & DocumentPath & vbNewLine _             & vbNewLine & Err.Description, vbCritical, "Document Generation" Finally:     If Not oDoc Is Nothing Then oDoc.Close False: Set oDoc = Nothing     If Not oWrdGiven Then oWrd.Quit False End Sub 

That routine then invokes RunSimpleReplacements. and RunAdvancedReplacements. In the former, we iterate over the set of Document Generation Keywords and call WordDocReplace if the document contains our keyword. Note that it's much faster to try and Find a bunch of words to figure out that they don't exist, then to call replace indiscriminately, so we always check if a keyword exists before attempting to replace it.

' Purpose: While short, this short module does most of the work with the help of the generation keywords '          range on the lists sheet. It loops through every simple keyword that might appear in a document '          and calls a function to have it replaced with the corresponding data from pricing. Private Sub RunSimpleReplacements(ByRef oDoc As Word.Document)     Dim DocGenKeys As Range, valueSrc As Range     Dim value As String     Dim i As Integer      Set DocGenKeys = Lists.Range("DocumentGenerationKeywords")     For i = 1 To DocGenKeys.Rows.Count         If WordDocContains(oDoc, "#" & DocGenKeys.Cells(i, 1).Text & "#") Then             'Find the text that we will be replacing the placeholder keyword with             Set valueSrc = Range(Mid(DocGenKeys.Cells(i, 2).Formula, 2))             If valueSrc.MergeCells Then value = valueSrc.MergeArea.Cells(1, 1).Text Else value = valueSrc.Text             'Perform the replacement             WordDocReplace oDoc, "#" & DocGenKeys.Cells(i, 1).Text & "#", value         End If     Next i End Sub 

This is the function used to detect whether a keyword exists in the document:

' Purpose: Function called for each replacement to first determine as quickly as possible whether '          the document contains the keyword, and thus whether replacement actions must be taken. Public Function WordDocContains(ByRef oDoc As Word.Document, ByVal searchFor As String) As Boolean     Application.StatusBar = "Checking for keyword: " & searchFor     WordDocContains = False     Dim storyRange As Word.Range     For Each storyRange In oDoc.StoryRanges         With storyRange.Find             .Text = searchFor             WordDocContains = WordDocContains Or .Execute         End With         If WordDocContains Then Exit For     Next End Function 

And this is where the rubber meets the road - the code that executes the replacement. This routine got more complicated as I encountered difficulties. Here are the lessons you will only learn from experience:

1. You can set the replacement text directly, or you can use the clipboard. I found out the hard way that if you are doing a VBA replace in word using a string longer than 255 characters, the text will get truncated if you try to place it in the Find.Replacement.Text, but you can use "^c" as your replacement text, and it will get it directly from the clipboard. This was the workaround I got to use.

2. Simply calling replace will miss keywords in some text areas like headers and footers. Because of this, you actually need to iterate over the document.StoryRanges and run the search and replace on each one to ensure that you catch all instances of the word you want to replace.

3. If you're setting the Replacement.Text directly, you need to convert Excel line breaks (vbNewLine and Chr(10)) with a simple vbCr for them to appear properly in word. Otherwise, anywhere your replacement text has line breaks coming from an excel cell will end up inserting strange symbols into word. If you use the clipboard method however, you do not need to do this, as the line breaks get converted automatically when put in the clipboard.

That explains everything. Comments should be pretty clear too. Here's the golden routine that executes the magic:

' Purpose: This function actually performs replacements using the Microsoft Word API Public Sub WordDocReplace(ByRef oDoc As Word.Document, ByVal replaceMe As String, ByVal replaceWith As String)     Dim clipBoard As New MSForms.DataObject     Dim storyRange As Word.Range     Dim tooLong As Boolean      Application.StatusBar = "Replacing instances of keyword: " & replaceMe      'We want to use regular search and replace if we can. It's faster and preserves the formatting that     'the keyword being replaced held (like bold).  If the string is longer than 255 chars though, the     'standard replace method doesn't work, and so we must use the clipboard method (^c special character),     'which does not preserve formatting. This is alright for schedules though, which are always plain text.     If Len(replaceWith) > 255 Then tooLong = True     If tooLong Then         clipBoard.SetText IIf(replaceWith = vbNullString, "", replaceWith)         clipBoard.PutInClipboard     Else         'Convert excel in-cell line breaks to word line breaks. (Not necessary if using clipboard)         replaceWith = Replace(replaceWith, vbNewLine, vbCr)         replaceWith = Replace(replaceWith, Chr(10), vbCr)     End If     'Replacement must be done on multiple 'StoryRanges'. Unfortunately, simply calling replace will miss     'keywords in some text areas like headers and footers.     For Each storyRange In oDoc.StoryRanges         Do             With storyRange.Find                 .MatchWildcards = True                 .Text = replaceMe                 .Replacement.Text = IIf(tooLong, "^c", replaceWith)                 .Wrap = wdFindContinue                 .Execute Replace:=wdReplaceAll             End With             On Error Resume Next             Set storyRange = storyRange.NextStoryRange             On Error GoTo 0         Loop While Not storyRange Is Nothing     Next     If tooLong Then clipBoard.SetText ""     If tooLong Then clipBoard.PutInClipboard End Sub 

When the dust settles, we're left with a beautiful version of the initial document with production values in place of those hash marked keywords. I'd love to show an example, but of course every filled in document contain all-proprietary information.

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The only think left to mention I guess would be that RunAdvancedReplacements section. It does something extremely similar - it ends up calling the same WordDocReplace function, but what's special about the keywords used here is that they don't link to a single cell in the original workbook, they get generated in the code-behind from lists in the workbook. So for instance, one of the advanced replacements would look like this:

'Generate the schedule of vessels If WordDocContains(oDoc, "#VESSELSCHEDULE#") Then _     WordDocReplace oDoc, "#VESSELSCHEDULE#", GenerateVesselSchedule() 

And then there will be a corresponding routine which puts together a string containing all the vessel information as configured by the user:

' Purpose: Generates the list of vessels from the "Vessels" sheet based on the user's configuration '          in the booking tab. The user has the option to generate one or both of Owned Vessels '          and Chartered Vessels, as well as what fields to display. Uses a helper function. Public Function GenerateVesselSchedule() As String     Dim value As String      Application.StatusBar = "Generating Schedule of Vessels."     If Booking.Range("ListVessels").value = "Yes" Then         Dim VesselCount As Long          If Booking.Range("ListVessels").Offset(1).value = "Yes" Then _             value = value & GenerateVesselScheduleHelper("Vessels", VesselCount)         If Booking.Range("ListVessels").Offset(1).value = "Yes" And _            Booking.Range("ListVessels").Offset(2).value = "Yes" Then _             value = value & "(Chartered Vessels)" & vbNewLine         If Booking.Range("ListVessels").Offset(2).value = "Yes" Then _             value = value & GenerateVesselScheduleHelper("CharteredVessels", VesselCount)         If Len(value) > 2 Then value = Left(value, Len(value) - 2) 'Remove the trailing line break     Else         GenerateVesselSchedule = Booking.Range("VesselSchedAlternateText").Text     End If     GenerateVesselSchedule = value End Function  ' Purpose: Helper function for the Vessel Schedule generation routine. Generates either the Owned or '          Chartered vessels based on the schedule parameter passed. The list is numbered and contains '          the information selected by the user on the Booking sheet. ' SENSITIVE: Note that this routine is sensitive to the layout of the Vessel Schedule tab and the '            parameters on the Configure Quotes tab. If either changes, it should be revisited. Public Function GenerateVesselScheduleHelper(ByVal schedule As String, ByRef VesselCount As Long) As String     Dim value As String, nextline As String     Dim numInfo As Long, iRow As Long, iCol As Long     Dim Inclusions() As Boolean, Columns() As Long      'Gather info about vessel info to display in the schedule     With Booking.Range("VesselInfoToInclude")         numInfo = Booking.Range(.Cells(1, 1), .End(xlToRight)).Columns.Count - 1         ReDim Inclusions(1 To numInfo)         ReDim Columns(1 To numInfo)         On Error Resume Next 'Some columns won't be identified         For iCol = 1 To numInfo             Inclusions(iCol) = .Offset(0, iCol) = "Yes"             Columns(iCol) = sumSchedVessels.Range(schedule).Cells(1).EntireRow.Find(.Offset(-1, iCol)).Column         Next iCol         On Error GoTo 0     End With      'Build the schedule     With sumSchedVessels.Range(schedule)         For iRow = .row + 1 To .row + .Rows.Count - 1             If Len(sumSchedVessels.Cells(iRow, Columns(1)).value) > 0 Then                 VesselCount = VesselCount + 1                 value = value & VesselCount & "." & vbTab                 nextline = vbNullString                 'Add each property that was included to the description string                 If Inclusions(1) Then nextline = nextline & sumSchedVessels.Cells(iRow, Columns(1)) & vbTab                 If Inclusions(2) Then nextline = nextline & "Built: " & sumSchedVessels.Cells(iRow, Columns(2)) & vbTab                 If Inclusions(3) Then nextline = nextline & "Length: " & _                                       Format(sumSchedVessels.Cells(iRow, Columns(3)), "#'") & vbTab                 If Inclusions(4) Then nextline = nextline & "" & sumSchedVessels.Cells(iRow, Columns(4)) & vbTab                 If Inclusions(5) Then nextline = nextline & "Hull Value: " & _                                       Format(sumSchedVessels.Cells(iRow, Columns(5)), "$#,##0") & vbTab                 If Inclusions(6) Then nextline = nextline & "IV: " & _                                       Format(sumSchedVessels.Cells(iRow, Columns(6)), "$#,##0") & vbTab                 If Inclusions(7) Then nextline = nextline & "TIV: " & _                                       Format(sumSchedVessels.Cells(iRow, Columns(7)), "$#,##0") & vbTab                 If Inclusions(8) And schedule = "CharteredVessels" Then _                     nextline = nextline & "Deductible: " & Format(bmCharterers.Range(schedule).Cells( _                                iRow - .row, 9), "$#,##0") & vbTab                 nextline = Left(nextline, Len(nextline) - 1) 'Remove the trailing tab                 'If more than 4 properties were included insert a new line after the 4th one                 Dim tabloc As Long: tabloc = 0                 Dim counter As Long: counter = 0                 Do                     tabloc = tabloc + 1                     tabloc = InStr(tabloc, nextline, vbTab)                     If tabloc > 0 Then counter = counter + 1                 Loop While tabloc > 0 And counter < 4                 If counter = 4 Then nextline = Left(nextline, tabloc - 1) & vbNewLine & Mid(nextline, tabloc)                 value = value & nextline & vbNewLine             End If         Next iRow     End With      GenerateVesselScheduleHelper = value End Function 

the resulting string can be used just like the contents of any excel cell, and passed to the replacement function, which will appropriately use the clipboard method if it exceeds 255 characters.

So this template:

Plus this spreadsheet data:

Becomes this document:

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I sincerely hope that this helps someone out some day. It was definitely a huge undertaking and a complex wheel to have to re-invent. The application is huge, with over 50,000 lines of VBA code, so if I've referenced a crucial method in my code somewhere that someone needs, please leave a comment and I'll add it in here.