An Automated Way to Produce Documents

The major advantage of Word-based document automation is that VBA provides a way for the user to control the creation of documents. In some offices, documents are created using the cut and paste method. This was initially looked at as a major advantage in and of itself. However, there was still a problem with pronouns and names throughout the document. Ideally, any document creation system should contain all the language dependencies and insert the proper pronouns depending on the names of the parties.

This is easily accomplished with Word using VBA. Further, a programming genius isn’t required to maintain the system. All users can make suggestions and, in some cases, even implement the changes themselves.

In all cases an automated template solution will obtain the correct data to enter into the document; this data may be obtained from a database, or from a UserForm that queries a user to input relevant information. This data is used either to fill the document or to make decisions and react accordingly. The first item is simple to illustrate. Imagine having a lengthy contract that requires the names of each party in several places. You can type this into a text box and automatically insert it in appropriate places in the document. The second part is somewhat more multifaceted.

Now, let’s assume that there are different versions of the same document depending on whether a party is a business or individual. You could have an option button that required the user to choose either a business or individual. If “individual” was checked, you could put in different requirements, eliminate lengthy signature blocks, and use the correct terminology. If “business” was checked, the code could ask for a state of incorporation, include lines for titles in the signature block, and include wholly different provisions. This can all be done without ever manually editing the document.