1. Purpose of the document

The purpose of this document is to explain how to create an office file in Project Monitor.

Office sheets are summary documents on a project, phase or milestone. They can then be opened and modified in word-processing software (Word, Libre Office, OpenOffice...).

Office files are generated from a template, or file model, created by the user or by Virage Group during parameterization. These forms determine the formatting of the file, as well as its various components (attributes, structure link, etc.).

The objectives of the document are as follows:

• present the creation of an office file template ;
• show how to set up an office-type view summary sheet ;
• suggest best practices.

2. Prerequisites

The office data sheet can be used to trace most of the elements that characterize a project, a phase or a milestone.

To create the model, it is essential that the attributes, hierarchies, phases and milestones created in Project Monitor have a code.

3. Creation of an office file template

Depending on the office software, templates can be created to automatically generate project sheets. These sheets use the same composition elements and call up the same fields and codes.

The layout of the template differs, however. Word uses merge fields, whereas PowerPoint only needs to insert the codes to be called up in its content. Images are also handled differently.

3.1 Word template

3.1.1 document format

The template can be created in Libre Office Writer, OpenOffice Writer or Microsoft Word.

It must be saved in .docx.

3.1.2 Creating text merge fields

The office project sheet can only be edited in Word (not in Libre Office).

In order for the model to retrieve Project Monitorto create merge fields in the document.

Example: To retrieve my project label in my office automation file, I need to insert a merge field in my document that will retrieve the project label (see the list of codes for the various elements in the table below).

A merge field is always preceded by the symbol $.

To create my fusion field, I press Ctrl + F9.

I then right-click on my field and click on Field modification :

I open a window Field. In the left-hand column, I select MergeField then in Field propertiesI enter my field code in the field name. Then I click on OK.

3.1.3 Inserting an image

A link can be created to retrieve the project logo and place it on the DOCX file.

To do this, first add an image to the document.

3.1.3.1 In Microsoft Word

3.1.3.1.1 An image of an image attribute

1. I click on Insertion > Images and select the image to insert.
2. I click on the image, go to the tab Insertion in Word and click on Bookmark.

The window Bookmark opens.

3. I enter the name of my bookmark, then click on Add. Mémo Fiches Office - 3.3 List of fields and corresponding codes
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Caution: do not use $ in front of the bookmark name.

3.1.3.1.2 A list attribute icon

1. Insert an image.
2. On this image, insert a bookmark.

The window Bookmark opens.

3. I enter the name of my bookmark Mémo Fiches Office - 3.3 List of fields and corresponding codes
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Caution: do not use $ in front of the bookmark name.

2 ways to put this icon :

The bookmark name can be attribute if there are no merge fields with the same code, i.e. no merge fields attribute

The bookmark name can be attribute in all cases

The bookmark name MUST be attribute if there is a merge field with the same code i.e. attribute (otherwise only the merge field is replaced, not the image)

4. I click on Add.

3.1.3.1.3 A theme color indicator

1. Insert an image in the template, which will be replaced by the colorindicator .
2. On this image, insert a bookmark.

The " Bookmark "opens.

3. I enter the name of my bookmark.
4. I click on Add.

The bookmark name must follow the codes below according to theindicator to be sent up:

• COCKPIT
• COCKPIT
• COCKPIT
• COCKPIT
• COCKPIT
• COCKPIT
• COCKPIT

Only the exchangeindicator is not concerned, as it has no relevance.

3.1.3.1.4 The Gantt :

1. I click on Insertion > Images
2. I choose the image to insert.
3. Once the image has been inserted, I click on it and go to the Insertion in Word and click on Bookmark.

The window Bookmark opens.

4. Enter bookmark name PROP_GANTTthen click on Add.

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Note: The generated Gantt takes up all the space of the dimensioned image in the office file. If it's illegible, it's because the dimensions are not initially adapted in the template.

3.1.3.2 On LibreOffice Writer or OpenOffice Writer

1. In the menu bar, I click on Insertion > Image > From a file.
2. I choose the image to insert.
3. Once the image has been added, I right-click on it and click on Image

The menu Image opens.

4. I click on the Options.
5. In the Name of the image, I enter the code for my logo. Mémo Fiches Office - 3.3 List of fields and corresponding codes.
6. I click on OK.

3.1.4 Inserting a table

For some elements, you'll want to display a list of values of variable size. For example, I'd like to display a list of indicator labels linked to a project.

To do this, I use a code like this: LIST_INDICATORS.LABEL. This code can be broken down into two parts:

1. LIST_INDICATORS The first part tells me what type of element I want to reassemble. In this case, I want to bring up anindicator list element.
2. LIBEL The second part tells me which element I want to lift. In this case, I'd like to move up my indicator label.

Visit . between INDICATORS and LIBEL indicates that I'd like to have the list of indicator labels. By inserting this value in a table line, when the office form is published, a line will be created for each indicator.

Similarly, the $LISTE_INDICATEURS.CODE will return the list of indicator codes, the code $BUDGETS_LIST.TARGET_REP will send me the list of budget targets, etc. (Mémo Fiches Office - 3.3 List of fields and corresponding codes.

This document will give me the following result:

If I want to have the label, target and completed of the indicators in the same table, I enter the merge fields for the three elements on the same line and in a different column, as shown below:

For example, this model sends me the following sheet:

3.1.5 phase / milestone level cards

In milestone records, milestone information can be displayed in the same way as for projects.

For example, a merge field with the code $PROP_LIBELLE will return the phase label on a phase form, and the project label on a project form. The object label is always used.

It is also possible to display project information in the phase sheet, by prefixing the merge field codes with PROJECT_.

For example, in a phase record, if you want to bring up the phase label and the project label, simply add the following merge fields:

• Project name : $PROJET_PROP_LIBELLE
• phase name : $PROP_LIBELLE

This applies to all fields: project properties, attributes, budgets, risks, etc. can be displayed in a phase form.

3.2 PowerPoint template

3.2.1 document format

The template can be created in PowerPoint.

It must be saved in .pptx.

3.2.2 How it works

The codes are the same as for the .docx.

Create the project sheet template, inserting text boxes for fixed field labels and text boxes with field codes, preceded by a $. The board is very practical.

3.2.2.1 For a text field

If a text field is to be reassembled in a PowerPoint project sheet, it must be preceded by $.

3.2.2.2 For an image

To bring up an image in a PowerPoint project file, you need to use the code of the field to be brought up, which must be positioned in the PowerPoint image description (see screenshot of the file template).

Insert the images and embed the corresponding codes in the Description. When the project sheet is generated, the image will be replaced by the project image with the same code.

3.2.2.2.1 To bring up a property image

3.2.2.2.2 To bring up an attribute image

The imageattribute code is ILLUSTATION. This works in the same way as for attributes. You must therefore insert attribute before theattribute code. So : attribute in this case. The question mark will be replaced by the image present in the project when the project sheet is generated.

3.2.2.2.3 Bringing up an icon from a list attribute

Theattribute code is attribute. This works in the same way as for attributes. You must therefore insert attribute before theattribute code. So : attribute in this case.

The green frog in the model will be replaced by the weather icon entered in the project.

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Images present in the project sheet template, which are to be replaced by real values when the project sheet is generated, must not have the same name.

3.2.2.2.4 To raise a theme's colorindicator

Insert an image in the template, which will be replaced by the theme 's colorindicator when the office file is generated.

Right-click on the image and select Image format / Replacement text and in the description indicate the code of the cockpit to be brought up:

• COCKPIT
• COCKPIT
• COCKPIT
• COCKPIT
• COCKPIT
• COCKPIT
• COCKPIT

Only the exchangeindicator is not concerned, as it has no relevance.

3.2.2.2.5 Bringing up a Gantt chart image :

Insert an image, then right-click and select Edit replacement text. In the description field, enter the code PROP_GANTT.

3.2.3 Limitation

There is one limitation to the implementation of the xdocreport for PowerPoint. This means that the wording of an exchange is not opposite the message linked to it, unlike the representation in the Word file.

3.3 List of fields and corresponding codes

The following fields and codes apply to the creation of Word and PowerPoint project sheet templates.

3.3.1 Note on the previous version

V5.4.3 of Project Monitor integrates the following groups of fields in addition to those of V5.4.1 :

• Tasks filtered by type
• Project information in phase / milestone sheets

3.3.2 List of fields

The table below lists the codes to be entered for the merge fields.

3.3.3 Single cockpits

3.3.3.1 Single Cockpit Budget / Resources / indicator

Simple cockpits can be inserted. They correspond to the information contained in the colorindicator at the top of the project.

For budgets, resources and indicators, it is necessary to identify the nature of the cockpit budget / resource / indicator), the category to be taken into account and then the desired representation (REP_CIBLE, REP_RAF...).

Consolidation by cockpit type

Single cockpits can be filtered by gender (eg: GENRE_INTERNE). All representations can be filtered.

Consolidation by cockpit analytical axis

For budgets, it is possible to filter single cockpits by analytical axis (eg: AXIS_SERVICE_DSI). All representations can be filtered.

3.3.3.2 Single cockpits Planning

It is possible to insert simple planning cockpits. They correspond to the information contained in the coloredindicator at the top of the project.

4. Create a summary sheet view (docx or pptx)

1. Click on Administration > Model settings > Views > summary sheet or summary sheet phase / milestone.
2. Complete the information and add the model to summary sheet template.
3. To generate the Gantt as well, check Gantt generation.
4. Save view.

The form is published in the same way as a classic form, via the project's contextual menu . A pop-up window appears, asking you to save the file.

5. List of common errors

6. Template sheets

Download sample templates: Word project sheet, Word phase sheet and Powerpoint project sheet