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How to protect Microsoft Word templates for use with ProjectWise?

Ian Davidson
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We have Microsoft Word templates configured to exchange attribute information with ProjectWise using custom document properties and fields within MS Word. The attribute exchange is working fine, however we find that users sometimes remove the fields thereby breaking the attribute exchange within the document.

We have tried to use MS Word's built in 'Restrict Editing' functionality (with Editing Restrictions = 'Read-Only', and also with Editing Restrictions = 'Filling in forms') however this restricts the usage of Track Changes within the documents which we use heavily.

I have also done some trials with inserting the fields into a  Rich Text Content Control (Form Control) and using the protection available within the properties of those controls. Unfortunately the property for 'Contents cannot be edited' prevents the ProjectWise integration from updating the field values. This could be overcome with VBA upon opening the file (unlock>update>re-lock) but then we run into issues around macro security for users and TB Updates and not being able to rendition a .docm file.

Does anyone have any further suggestions to help protect the attribute exchange within a MS Word document without restricting other features?

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    I've used "Developer" Tab "Design Mode" and grouping the field and text you want to be locked, then turn Design mode off before saving

    There is an issue with tracked changes being left on when advancing a word document through a BS1192 workflow where because the field is locked and tracked changes is trying to record the change in revision it duplicate the field. 

    This leaves the file unlocked for editing but restricts access to deleting fields

    Regards

    Chris

    AECOM Roads UK&I Digital Engineering, Design & Solutions Lead | Sector Information Management Lead

    Associate Director – Digital

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  • 0 Offline in reply to Chris Andrew

    Hi Chris, I tried what you have suggested regarding grouping field and text, although users can simply right-click and choose "Remove Content Control" and proceed to edit which still isn't ideal. At the moment I've inserted the field within a Rich Text Content Control (Form Control). I can lock the control to prevent users deleting it, but can't protect the contents as it prevents ProjectWise integration from updating. To offset that, I've styled the form control to make it more apparent to users not to be editing the contents, and also been able to use VBA to automate inserting the fields back into the correct form controls if users do edit/delete. 

    Thanks for the heads up on track changes within the workflow. I'll have to check that.

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  • 0 Offline in reply to Chris Andrew

    Hi Chris, I tried what you have suggested regarding grouping field and text, although users can simply right-click and choose "Remove Content Control" and proceed to edit which still isn't ideal. At the moment I've inserted the field within a Rich Text Content Control (Form Control). I can lock the control to prevent users deleting it, but can't protect the contents as it prevents ProjectWise integration from updating. To offset that, I've styled the form control to make it more apparent to users not to be editing the contents, and also been able to use VBA to automate inserting the fields back into the correct form controls if users do edit/delete. 

    Thanks for the heads up on track changes within the workflow. I'll have to check that.

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