Create a VBA version of dictionaries with 2 values per key - excel

I am trying to make my excel macro dynamic. The excel macro essentially looks at only 2 columns, one which contains the name and the other contains the numeric part. I have my macro working perfectly, the only problem is that it is hard coded when I created the program. In my code, I hard coded the name in column 2 and the numeric part in column 3. However, that is not the case in real life. The name and numeric data could appear in column 1 and 5, for example. I've been manually rearranging the data in the columns so that it fits into what hard coded. However, I want to make this process dynamic and less manual work for the user.
There are 5 different versions of spreadsheets this macro will be used on and in each spreadsheet, the name and number columns are different. I am looking to make a user form box of some sort, where the user selects "Vendor XYZ" and since Vendor XYZ always sends their data sheets the same way I know that Vendor XYZ's name column is 2 and number is 4. So I was thinking that the dictionary would be something in the form of {Vendor XYZ: 2,4} (where the first number is the name column and the second number is the numeric columnnumber...I know the syntax is wrong)
I think my work around this would be to hard code the different vendors and then use if statements ( I haven't tried it yet)
I will have a user input/dropdown box of 5 different vendors. Then something like
If userinput="A"
then namecol=2 and numcol=1
If userinput="B"
then namecol="3" and numcol="4"
I don't know if that would even work. The problem with that is that the number of vendors is small now, but will be scaling up and I can't do that if we have 100 or 1000 vendors.
Any ideas?

Depending on how your initial dataset is retrieved, you can use something like this:
Public Function GetHeaderIndices(ByVal InputData As Variant) As Scripting.Dictionary
If IsEmpty(InputData) Then Exit Function
Dim HeaderIndices As Scripting.Dictionary
Set HeaderIndices = New Scripting.Dictionary
HeaderIndices.CompareMode = TextCompare
Dim i As Long
For i = LBound(InputData, 2) To UBound(InputData, 2)
If Not HeaderIndices.Exists(Trim(InputData(LBound(InputData, 1), i))) Then _
HeaderIndices.Add Trim(InputData(LBound(InputData, 1), i)), i
Next
Set GetHeaderIndices = HeaderIndices
End Function
This Function takes an array as an input and gives the user a dictionary with the indices of the headers from the input.
If you are smart (and I say this because too many users just don't use tables) you will have your data in a table, and you will have named that table. If you did, you could do something like this:
Sub DoSomething()
Dim MyData as Variant
MyData = ThisWorkbook.Worksheets("MyDataSheet").ListObjects("MyTableName").Range.Value
End Sub
So, if you data looked like this:
Foo Baz Bar
1 Car Apple
3 Van Orange
2 Truck Banana
The function would give you a dictionary like:
Keys Items
Foo 1
Baz 2
Bar 3
Then your subroutines could do something like this:
Sub DoEverything()
Dim MyData as Variant
MyData = ThisWorkbook.Worksheets("MyDataSheet").ListObjects("MyTableName").Range.Value
DoSomething(MyData)
End Sub
Sub DoSomething(ByRef MyData as Variant)
Dim HeaderIndices as Scripting.Dictionary
Set HeaderIndices = GetHeaderIndices(MyData)
Dim i as Long
' Loop through all the rows after the header row.
For i = LBound(MyData, 1) + 1 to Ubound(MyData, 1)
If MyData(i, HeaderIndices("Baz")) = "Truck" Then
?MyData(i, HeaderIndices("Foo"))
?MyData(i, HeaderIndices("Baz"))
?MyData(i, HeaderIndices("Bar"))
End If
Next
End Sub
This does require a reference to Scripting.Runtime so if you don't want to add a reference you will need to change any reference to As Scripting.Dictionary to As Object and any New Scripting.Dictionary to CreateObject("Scripting.Dictionary").
Alternatively, I use the following code module to take care of adding references programmatically for all my users:
Public Sub PrepareReferences()
If CheckForAccess Then
RemoveBrokenReferences
AddReferencebyGUID "{420B2830-E718-11CF-893D-00A0C9054228}"
End If
End Sub
Public Sub AddReferencebyGUID(ByVal ReferenceGUID As String)
Dim Reference As Variant
Dim i As Long
' Set to continue in case of error
On Error Resume Next
' Add the reference
ThisWorkbook.VBProject.References.AddFromGuid _
GUID:=ReferenceGUID, Major:=1, Minor:=0
' If an error was encountered, inform the user
Select Case Err.Number
Case 32813
' Reference already in use. No action necessary
Case vbNullString
' Reference added without issue
Case Else
' An unknown error was encountered, so alert the user
MsgBox "A problem was encountered trying to" & vbNewLine _
& "add or remove a reference in this file" & vbNewLine & "Please check the " _
& "references in your VBA project!", vbCritical + vbOKOnly, "Error!"
End Select
On Error GoTo 0
End Sub
Private Sub RemoveBrokenReferences()
' Reference is a Variant here since it requires an external reference.
' It isnt possible to ensure that the external reference is checked when this process runs.
Dim Reference As Variant
Dim i As Long
For i = ThisWorkbook.VBProject.References.Count To 1 Step -1
Set Reference = ThisWorkbook.VBProject.References.Item(i)
If Reference.IsBroken Then
ThisWorkbook.VBProject.References.Remove Reference
End If
Next i
End Sub
Public Function CheckForAccess() As Boolean
' Checks to ensure access to the Object Model is set
Dim VBP As Variant
If Val(Application.Version) >= 10 Then
On Error Resume Next
Set VBP = ThisWorkbook.VBProject
If Err.Number <> 0 Then
MsgBox "Please pay attention to this message." _
& vbCrLf & vbCrLf & "Your security settings do not allow this procedure to run." _
& vbCrLf & vbCrLf & "To change your security setting:" _
& vbCrLf & vbCrLf & " 1. Select File - Options - Trust Center - Trust Center Settings - Macro Settings." & vbCrLf _
& " 2. Place a checkmark next to 'Trust access to the VBA project object model.'" _
& vbCrLf & "Once you have completed this process, please save and reopen the workbook." _
& vbCrLf & "Please reach out for assistance with this process.", _
vbCritical
CheckForAccess = False
Err.Clear
Exit Function
End If
End If
CheckForAccess = True
End Function
And I have the following command in each Workbook_Open event (less than ideal, but only good solution I have so far)
Private Sub Workbook_Open()
PrepareReferences
End Sub

Related

VBA macro which writes a new macro from string on the fly

Is it possible to create Excel VBA macro from a string variable?
Suppose we have FirstMacro:
Sub FirstMacro()
Dim MyString
MyString = "Sub SecondMacro()" & Chr(13) & Chr(10) & "MsgBox " & Chr(34) & "Hello" & Chr(34) & Chr(13) & Chr(10) & "End Sub"
Debug.Print MyString
'Here be code that magicly creates SecondMacro
End Sub
Running the macro, I want to create SecondMacro which is stored in VBA string variable. The second macro can be created either below in the same module or in a new module.
So the second macro from string looks like this:
Sub SecondMacro()
MsgBox "Hello"
End Sub
Sure is possible. It should be noted that you can't add/delete from the module you're running code in.
This will append the code at the end of the module. If you can avoid this though you should, I only use it for adding code to buttons that I've added programatically.
With Workbooks(ThisWorkbook.Name).VBProject.VBComponents("MyModuleHere").CodeModule
.InsertLines .CountOfLines + 1, "Sub... End Sub"
End With
So to add to the "MyModuleHere" code module (assuming you have a module named that), drop this in:
Sub addcode()
Dim subtext As String
subtext = "Sub PrintStuff" & vbCrLf & "msgbox ""Hello World""" & vbCrLf & "End Sub"
With Workbooks(ThisWorkbook.Name).VBProject.VBComponents("MyModuleHere").CodeModule
.InsertLines .CountOfLines + 1, subtext
End With
End Sub
As usual, CPearson adds some really useful insight:
http://www.cpearson.com/excel/vbe.aspx
With regard to removing code, which I think you're hinting at in your comment, I use the below function to find a sub name, and remove it (this assumes that I will know the length of the sub):
Function ClearModule(strShapeName As String)
Dim start As Long
Dim Lines As Long
Dim i As Variant, a As Variant
With Workbooks(ThisWorkbook.Name).VBProject.VBComponents("MyModuleHere").CodeModule
For i = .CountOfLines To 1 Step -1
If Left(.Lines(i, 1), 8 + Len(strShapeName)) = "Sub " & strShapeName & "_Cli" Then
.DeleteLines i, 6
End If
Next
End With
End Function
Here you have more or less all variations which, hopefully, will solve your problem. To test this code copy all of it in a normal code module (by default "Module1") Rename it as "Remin" and write "FirstMacro" in cell A1 of the worksheet you activate, a number in cell A2. Then run the first of the following procedures directly from the VBE window.
Sub SelectMacroToRun()
' 04 Apr 2017
Dim MacroName As String
Dim Arg1 As String
Dim Outcome As Long
With ActiveSheet
MacroName = .Cells(1, 1).Value
Arg1 = .Cells(2, 1).Value
End With
On Error Resume Next
Outcome = Application.Run(ActiveSheet.name & "." & MacroName, Arg1)
If Err Then
MsgBox "The macro """ & MacroName & """ wasn't found", _
vbInformation, "Error message"
Else
If Outcome <> xlNone Then MsgBox "Outcome = " & Outcome
End If
End Sub
Private Function FirstMacro(Optional ByVal Dummy As String) As Long
MsgBox "First Macro"
FirstMacro = xlNone
End Function
Private Function SecondMacro(Arg1 As Long) As Long
MsgBox "Second Macro" & vbCr & _
"Argument is " & Arg1
SecondMacro = Arg1 * 111
End Function
The code will run the FirstMacro, reading the name from the worksheet. Change that name to "SecondMacro" to call the second macro instead. The second macro requires an argument, the first only accepts it and does nothing with it. You don't need to pass any argument, but this code shows how to pass (as many as you want, comma separated) and it also shows how to ignore it - the argument is passed to a dummy variable in the FirstMacro, and the function also returns nothing.
Application.Run "Remin" & MacroName, Arg1
Would just run the macro (it could be a sub). Omit the argument if you don't want to pass an argument. "Remin" is the name of the code sheet where the called macro resides. This name could be extended to include the name of another workbook. However, if the called macro isn't in the same module as the caller it can't be Private.

Assign code to _Change method of a Combobox

below code adds a ComboBox in cell A3 of a worksheet. It also writes code so that when the value is changed in the ComboBox, cell A2 is updated with the value. Here is the code:
Sub AddComboBox()
Dim oWS As Worksheet: Set oWS = ThisWorkbook.Worksheets("Sheet7")
Dim oRN As Range: Set oRN = oWS.Range("A3")
Dim oCB As Object
Dim sCode As String
Dim iLR As Integer
' Get last row for column D (holds the values for combobox)
With oWS
iLR = .Cells(.Rows.Count, "D").End(xlUp).Row
End With
' Create Combobox
With oRN
Set oCB = oWS.OLEObjects.Add("Forms.Combobox.1", Left:=.Left, Top:=.Top, Height:=.Height, Width:=.Width)
oCB.ListFillRange = "Sheet7!D1:D" & iLR
oCB.Name = "cmbTest1"
oCB.Object.Font.Size = 8
End With
' Set code to add for the Combobox
sCode = "Private Sub " & oCB.Name & "_Change()" & Chr(13) & _
" ThisWorkbook.Worksheets(" & Chr(34) & oWS.Name & Chr(34) & ").Range(" & Chr(34) & "A2" _
& Chr(34) & ").Value = Me." & oCB.Name & ".Value" & _
"End Sub"
' Add the code for Combobox
With ThisWorkbook.VBProject.VBComponents(oWS.Name).CodeModule
.InsertLines .CountOfLines + 1, sCode
End With
End Sub
Code works fine but for it to work, user has to make sure that Trust access to the VBA project object model is selected in Trust Center. My question is, is there another way to approach this problem so that user doesn't have to change the settings on their PC? i.e. maybe just assign a macro in a Class module. I did give this a try but I need to be able to pass the name of the ComboBox to the called UDF but have no idea how to do that or if that is even possible with this approach? Reason why I want to pass the name of ComboBox is because: the naming convention for ComboBox will give me the cell address where the ComboBox is created. I need this as each row in the sheet will have multiple ComboBoxes (created dynamically) and there will be multiple rows in the sheet
The Trust Centre is there for a reason.
In order to get around it, you may put the xl-vba file in a specific folder. Then add this folder as a trusted location, through the Trusted Settings like this:
Trust Center>Trust Center Setting>Trusted Locations
But I am not sure whether this would be less job than making sure that the Trust access is selected. However, it is an option.

Doing a lookup using vba

I have a value (variant) strCompany in my workbook. I would like to determine if this value exists in column A of another workbook, tmp_workbook. If it does not exist there should be a message box. Does the following code make sense (I define the variables tmp_workbook and strCompany earlier in my code)? If not perhaps you can suggest a better way?
On Error GoTo ErrorHandler
Set value_exists_in_table = tmp_workbook.ActiveSheet.Range("A1:A100000").Find(strCompany)
ErrorHandler:
Select Case Err.Number
Case 9, 91
MsgBox "The company " & strCompany & " was not found."
Exit Sub
End Select
The Range.Find method inherits many parameters from the last time it was used; commonly by the user on the worksheet. You should explicitly specify several more commonly used parameters like LookAt:xlWhole or LookAt:xlPart and LookIn:=xlValues or LookIn:=xlFormulas.
I typically stay away from .Find for exact matches in a single row or column. The Excel Application object's native MATCH function does an excellent job of locating a value.
dim rw as variant
with worksheets("Sheet1")
rw = application.match(strCompany, .Columns(1), 0)
if not iserror(rw) then
value_exists_in_table = .cells(rw, 1).value
debug.print value_exists_in_table & " found in row " & rw
else
debug.print "The company " & strCompany & " was not found."
end if
end with

Excel VBA call function with variable name

I'm trying to call a function with a variable name that is generated at run time based upon a combo box value. This is straightforward in most languages but I can't seem to figure it out in Excel VBA, I suspect this is because I don't really understand how the compiler works. I've found several posts that are close but don't quite seem to do the trick. The code below is wrong but should give an idea of what I want.
Thanks
Sub main()
'run formatting macros for each institution on format button click
Dim fn As String
Dim x As Boolean
'create format function name from CB value
fn = "format_" & CBinst.Value
'run function that returns bool
x = Eval(fn)
...
End Sub
CallByName is what you'll need to accomplish the task.
example:
Code in Sheet1
Option Explicit
Public Function Sum(ByVal x As Integer, ByVal y As Integer) As Long
Sum = x + y
End Function
Code is Module1 (bas module)
Option Explicit
Sub testSum()
Dim methodToCall As String
methodToCall = "Sum"
MsgBox CallByName(Sheet1, methodToCall, VbMethod, 1, 2)
End Sub
Running the method testSum calls the method Sum using the name of the method given in a string variable, passing 2 parameters (1 and 2). The return value of the call to function is returned as output of CallByName.
You should write a function that accepts the CB value as a parameter and then uses a select case to call the appropriate formatting function.
Something similar to this
Function SelectFormatting(Name as String) As Boolean
Select Case CBinst.Value
Case "Text1":
SelectFormatting = Text1FormattingFunction()
Case "Text2":
.
.
.
End Select
End Function
The above will work but not with a large number of names
Use Application.Run(MacroName, Parameters)
You have to may sure that there is a macro but it is better than the above as there is no select statement.
With respect to my answer above you might also find this useful to check whether the macro exists
'=================================================================================
'- CHECK IF A MODULE & SUBROUTINE EXISTS
'- VBA constant : vbext_pk_Proc = All procedures other than property procedures.
'- An error is generated if the Module or Sub() does not exist - so we trap them.
'---------------------------------------------------------------------------------
'- VB Editor : Tools/References - add reference TO ......
'- .... "Microsoft Visual Basic For Applications Extensibility"
'----------------------------------------------------------------------------------
'- Brian Baulsom October 2007
'==================================================================================
Sub MacroExists()
Dim MyModule As Object
Dim MyModuleName As String
Dim MySub As String
Dim MyLine As Long
'---------------------------------------------------------------------------
'- test data
MyModuleName = "TestModule"
MySub = "Number2"
'----------------------------------------------------------------------------
On Error Resume Next
'- MODULE
Set MyModule = ActiveWorkbook.VBProject.vbComponents(MyModuleName).CodeModule
If Err.Number <> 0 Then
MsgBox ("Module : " & MyModuleName & vbCr & "does not exist.")
Exit Sub
End If
'-----------------------------------------------------------------------------
'- SUBROUTINE
'- find first line of subroutine (or error)
MyLine = MyModule.ProcStartLine(MySub, vbext_pk_Proc)
If Err.Number <> 0 Then
MsgBox ("Module exists : " & MyModuleName & vbCr _
& "Sub " & MySub & "( ) : does not exist.")
Else
MsgBox ("Module : " & MyModuleName & vbCr _
& "Subroutine : " & MySub & vbCr _
& "Line Number : " & MyLine)
End If
End Sub
'-----------------------------------------------------------------------------------

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

Hey all. I'll try to make this brief and simple. :)
I have
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.
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.
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.
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:
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.
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.
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.
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:
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.
http://www.computorcompanion.com/LPMArticle.asp?ID=224 Describes the use of Word bookmarks
A section of text in a document can be bookmarked, and given a variable name. Using VBA, this variable can be accessed and the content in the document can be replaced with alternate content. This is a solution to having placeholders such as Name and Address in the document.
Furthermore, using bookmarks, documents can be modified to reference bookmarked text. If a name appears several times throughout a document, the first instance can be bookmarked, and additional instances can reference the bookmark. Now when the first instance is programatically changed, all other instances of the variable throughout the document are also automatically changed.
Now all that's needed is to update all the documents by bookmarking the placeholder text and using a consistent naming convention throughout the documents, then iterate through each documents replacing the bookmark if it exists:
document.Bookmarks("myBookmark").Range.Text = "Inserted Text"
I can probably solve the problem of variables that don't appear in a given document using the on error resume next clause before attempting each replacement.
Thanks to Doug Glancy for mentioning the existance of bookmarks in his comment. I had no knowledge of their existence beforehand. I will keep this topic posted on whether this solution suffices.
You might consider an XML based approach.
Word has a feature called Custom XML data-binding, or data-bound content controls. A content control is essentially a point in the document which can contain content. A "data-bound" content control gets its content from an XML document you include in the docx zip file. An XPath expression is used to say which bit of XML. So all you need to do is include your XML file, and Word will do the rest.
Excel has ways to get data out of it as XML, so the whole solution should work nicely.
There is plenty of information on content control data-binding on MSDN (some of which has been referenced in earlier SO questions) so I won't bother including them here.
But you do need a way of setting up the bindings. You can either use the Content Control Toolkit, or if you want to do it from within Word, my OpenDoPE add-in.
Having done a similar task I found that inserting values into tables was much quicker than searching for named tags - the data can then be inserted like this:
With oDoc.Tables(5)
For i = 0 To Data.InvoiceDictionary.Count - 1
If i > 0 Then
oDoc.Tables(5).rows.Add
End If
Set invoice = Data.InvoiceDictionary.Items(i)
.Cell(i + 2, 1).Range.Text = invoice.InvoiceCCNumber
.Cell(i + 2, 2).Range.Text = invoice.InvoiceDate
.Cell(i + 2, 3).Range.Text = invoice.TransactionType
.Cell(i + 2, 4).Range.Text = invoice.Description
.Cell(i + 2, 5).Range.Text = invoice.SumOfValue
Next i
.Cell(i + 1, 4).Range.Text = "Total:"
End With
in this case row 1 of the table was the headers; row 2 was empty and there were no further rows - thus the rows.add applies once more than one row was attached. The tables can be very detailed documents and by hiding the borders and cell borders can be made to look like ordinary text. Tables are numbered sequentially following the document flow. (i.e. Doc.Tables(1) is the first table...

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