Conditional rules allow you to control how repeating data is displayed in your Word template. By applying these rules, you can customise how each instance of the repeating data behaves, whether it's handling different data types (e.g., individual vs. company) or defining specific text formats (e.g., plural vs. singular).
Instructions
1. Open Your Template and Access the Word Add-In
- Open your Word template and ensure the layout is set up for repeating data.
- Navigate to the Word Add-In. You can find it under the Add-Ins tab in the Word ribbon. This will be used to apply the necessary conditional rules to your template fields.
2. Insert the Fields for Repeating Data
- If you haven't done so already, insert the fields for the repeating data in your template. These fields will be the ones that will repeat, such as names, addresses, or other data points.
- Use the Insert Field option in the Word Add-In to insert the relevant fields.
3. Select the Field to Apply a Conditional Rule
- Highlight the field or content control where you want to apply the conditional rule. For instance, if you're working with a field like Plaintiff Name, highlight that content control.
4. Navigate to the Conditional Rules Menu
- Once the field is selected, go to the More Menu within the Word Add-In.
- Select the Conditional Rules option from the menu.
5. Choose the Conditional Rule Type
- Choose the type of conditional rule you want to apply. Some common rule types include:
- Repeat: Ensures that data appears for each instance of the repeat.
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- Singular/Plural: Determines whether to use singular or plural terms based on the data. For example, you might use Plaintiff for each repeat, and the rule will adjust based on whether the data represents one or multiple plaintiffs.
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- Text Concatenation: Allows you to combine multiple fields into one, such as creating a sentence that includes both first and last names.
- Text Concatenation: Allows you to combine multiple fields into one, such as creating a sentence that includes both first and last names.
6. Apply the Rule and Save
- After selecting the appropriate rule type, click Apply to attach the rule to your selected field.
- Once you've applied all necessary conditional rules, save your document.
7. Test the Template
- It’s always a good idea to test the template after applying the rules. Preview the document and ensure that the rules are functioning as expected.
- Check that the repeat data appears correctly and that singular/plural or other conditions are applied based on the content.
8. Make Adjustments as Needed
- If necessary, return to the Word Add-In and adjust the conditional rules. Ensure the rules are applied to the correct fields, and verify that formatting and data are displayed as expected.
Common Issues & Solutions
- Issue: Conditional rules aren’t applying to the data correctly.
- Solution: Double-check the field selection and make sure the correct rule is applied to the intended content control. Ensure that your form setup (e.g., repeatable section properties) aligns with the rules you're applying.
- Issue: The data doesn't repeat properly, or repeats in the wrong place.
- Solution: Ensure that row end markers, paragraph returns, and other layout markers are included when applying the repeat rule. Review your table and section setup to confirm that they are correctly structured to handle repeats.