CaliberRM Extended Reference Support (ERSIII)

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1 CaliberRM Extended Reference Support (ERSIII) Borland

2 ERSIII v3.6 User Guide Page 2 Table of Contents CHAPTER 1: INTRODUCTION...3 OVERVIEW...3 MAJOR ENHANCEMENTS IN THIS VERSION...3 Features Added in ERSIII v Features Added in ERSIII v MACRO SUPPORT...3 ABOUT THIS MANUAL...4 ABOUT THE AUTHORS...4 CHAPTER 2: GETTING STARTED...5 INSTALLATION...5 Installing the ERS template into Microsoft Word...5 Copying the ERS macro into the Normal template...6 Copying ERS into Existing Templates...8 Upgrading Previous Versions of ERS...9 USING THE ERS MACRO...9 Starting the macro execution...9 Selecting File Extensions to Expand...10 Expanding the File References...10 CHAPTER 3: ERS OPTIONS...11 DEFAULT OPTIONS...11 References Options...11 Heading Options...12 Captions Options...13 General Options...13 DOCUMENT KEYWORDS...14 CHAPTER 4: RUNNING ERS FROM A COMMAND LINE...17 AUTORUN FUNCTIONALITY...17 Save As Options...17 AUTORUN DOCUMENT KEYWORDS...18 Table of Figures FIGURE 1: MICROSOFT WORD FILE LOCATIONS...5 FIGURE 2: MICROSOFT WORD NEW FILE DIALOG...6 FIGURE 3: MICROSOFT WORD MACRO ORGANIZER (MACROS)...7 FIGURE 4: MICROSOFT WORD MACRO ORGANIZER (TOOLBARS)...7 FIGURE 5: VISUAL BASIC PROJECT EXPLORER...8 FIGURE 6: ERSIII MAIN MENU...9 FIGURE 7: ERSIII VERIFICATION DIALOG...10 FIGURE 8: REFERENCES OPTIONS DIALOG...11 FIGURE 9: HEADINGS OPTIONS DIALOG...12 FIGURE 10: CAPTIONS OPTIONS DIALOG...13 FIGURE 11: GENERAL OPTIONS DIALOG...13 FIGURE 12: AUTORUN OPTIONS DIALOG...18

3 ERSIII v3.6 User Guide Page 3 Chapter 1: Introduction Overview When external files are attached to requirements objects in the CaliberRM Reference tab, CaliberRM stores only the filename for the referenced object, not the object itself. Therefore, when the CaliberRM Document Factory is used to generate reports, only the filename for the referenced object can be included in the text of the report. However, very often it is desirable to include the actual contents of the referenced object in the report. For example, if a bitmap image is referenced by a requirement, you may want to include the graphic image in the generated report rather than just the name. In order to provide this flexibility, the ERS macro was created. ERSIII is a VBA (Visual Basic for Applications) macro that searches for specific file extensions in a generated document and replaces the filename with the contents of the file. It is invoked on request by a Microsoft Word user after the CaliberRM Document Factory has finished generating a Microsoft Word document. There are a number of options available to control how ERSIII performs the conversions, and those options are explained later in this document. Major Enhancements in This Version Features Added in ERSIII v3.0 Enabled user to customize the list of file types to be processed Added a new option to control whether a reference was copied or linked Added new options to insert page breaks before/after reference objects Saved option settings in the Microsoft Windows system registry Features Added in ERSIII v3.5 Created new tabbed dialog boxes to specify default execution options Added a new link option to insert source documents as text (for multi-page documents) Added new options to define customizable figure headings and captions Added Keyword functionality to allow project- or document-specific option settings Added AutoRun functionality to allow command line execution Created user manual documentation Macro Support It should be noted that ERSIII is a VBA macro. As such, macro support must be enabled in Microsoft Word in order for ERSIII to function properly. Some organizations have disabled

4 ERSIII v3.6 User Guide Page 4 macro support in Microsoft Word as a preventive security measure. In these instances, ERSIII cannot be used. About This Manual This manual was written specifically to document the functionality in the latest release of ERSIII, version 3.6. Many of the options described within are not available in older releases. All menu options and screen shots contained within were captured using ERSIII v3.5 and Microsoft Word 97 (SR2). About the Authors This macro has gone through a number of revisions since the first version of CaliberRM. Originally developed by one of the Borland engineers as an unsupported utility, the macro was first referred to as the Embedded Linking Factory, or ELF for short. When customers began using ELF for production purposes, however, another engineer took over responsibility for it and packaged it into a more formalized menu-driven facility. At this point, the name was changed to ERS. Unfortunately, that version of ERS (ERSII) could only perform very basic filename conversion with a limited number of options. As customers used the utility more, they requested a variety of additional features that required the WordBasic macro to be rewritten as a VBA application. At that point, the current author assumed responsibility for the development and maintenance of the utility and ERSIII was released. Since then, a number of additional options have been added to allow the user complete control over the filename conversion process and this manual documents the functionality in the latest version. However, the basic intent of the macro remains the same, that is, to replace reference filenames generated by the CaliberRM Document Factory with the contents of the files instead. If you have questions or issues with the ERS macro or this manual, please feel free to contact the current author (listed below). Of course, enhancement suggestions are always welcome! Joseph D. Schulz Borland Software Corporation 4 Hutton Center Drive, Suite 900 Santa Ana, CA Telephone: +1 (314) joe.schulz@borland.com

5 ERSIII v3.6 User Guide Page 5 Chapter 2: Getting Started Installation There are a number of different ways to install the ERSIII macro into your environment. Each method has advantages and disadvantages, and it depends on the specifics objectives of the user to determine which method is more effective. These methods are listed below. Keep in mind that since ERSIII is a VBA macro, it is not distributed as a compiled executable application. Instead, the source code itself is stored inside a Microsoft Word document. Specifically, it is distributed in a Microsoft Word document template named ERSIII_v36.dot. This file contains all of the source VBA objects (forms, modules, toolbars, etc.) needed for proper operation of ERSIII. Installing the ERS template into Microsoft Word The most straightforward approach to using ERSIII is to install the relevant document template file into the local Microsoft Word configuration. The advantage of this approach is that it makes it very easy to create new Document Factory templates that contain the ERSIII macro. However, the disadvantage is that each template contains a cloned version of the ERSIII macro source code and carries the additional storage required (approximately 500K). In addition, since each template has a separate copy of the macro, new versions will have to be updated/maintained in each template manually. To install the ERSIII macro, simply copy the ERSIII template file (e.g., ERSIII_v36.dot ) into the Microsoft Word user templates directory. To determine the location of this directory, check the Microsoft Word Tools Options settings under the File Locations tab. By default, this is located in a subdirectory named Templates where Microsoft Word was installed. Figure 1: Microsoft Word File Locations

6 ERSIII v3.6 User Guide Page 6 Once the template file is copied, you can create new Document Factory templates by selecting the Microsoft Word File New menu option. In the General tab, you should now see the ERSIII template file. Select this template, making sure that the Create New setting is set to Template, and click the OK button. Figure 2: Microsoft Word New File Dialog Once you have entered the appropriate Document Factory keywords into this new template, save this template with the.dot file extension. This new Microsoft Word document template file can now be used with the CaliberRM Document Factory to generate customized reports. After the report is generated, the ERSIII macro can be executed to expand any reference filenames. Copying the ERS macro into the Normal template Another approach that can be employed is to copy the ERSIII macro objects into your machine s Normal.dot template. This is the template that, by default, Microsoft Word creates all new documents from. This approach has the advantage that ERSIII is immediately available to all Microsoft Word documents. Additionally, the macro source is only stored in one location and can be updated/maintained in a central location. The only disadvantage to this approach is that the ERSIII macro and toolbar icons will appear in every Microsoft Word document, not just in Document Factory templates.

7 ERSIII v3.6 User Guide Page 7 To copy the ERSIII macro, first open the ERSIII_v36.dot template file in Microsoft Word. Then, select the Tools Macro Macros menu option and push the Organizer command button. This will display Microsoft Word s macro organizer facility. Display the Macro Project Items tab page and choose the ERSIII_v36.dot template on the left-hand side of the dialog box (as depicted below). Make sure that the Normal.dot template is chosen on the right-hand side of the dialog box and use the Copy button to copy each of the six ERSIII objects from the ERSIII template file to the Normal template file. Figure 3: Microsoft Word Macro Organizer (Macros) Then, display the Toolbars tab page and copy the CaliberRM ERSIII toolbar in the same manner (see below). Figure 4: Microsoft Word Macro Organizer (Toolbars) The ERSIII macro will now be available in all documents in Microsoft Word. Additionally, the ERSIII toolbar will automatically display in the Microsoft Word icon bar.

8 ERSIII v3.6 User Guide Page 8 Copying ERS into Existing Templates If you have an existing Document Factory template file (stored in a.dot format), you can add the ERS macro to the template in either of two different methods. The first, and easiest, method is to copy the ERSIII_v36.dot to a new filename and then use the Copy Paste functions in Microsoft Word to copy the entire existing template into the newly created template file. This new template file can then replace the existing template. Occasionally this method will not work because there are special formatting options in the existing template file that cannot be transferred with a Copy Paste operation (e.g., headings/footings, page setup, etc.). In this case, the best way to transfer the ERSIII macro is to use the VBA Export/Import facility. To do this, first open the ERSIII macro template file. Then, choose the Tools Macro Macros menu option. Highlight the CaliberRM_ERSIII macro and select the Edit button to open the Visual Basic editor. In the Project Explorer pane on the left-hand side of the screen, open the project named ERSIII_v36 and expand the Modules folder. Figure 5: Visual Basic Project Explorer Then, highlight the ERSIII module and select the File Export File menu option. This will create a.bas file that contains the VBA source code for the ERSIII macro. Next, expand the Forms section within the same project. Highlight each of the five forms listed and select the File Export File menu option as before. This will create a.frm and a.frx file to store the source code for each form. Now, close the ERSIII_v36.dot and open the existing Document Factory template file. Select the Tools Macro Visual Basic Editor menu option to open the VBA editing environment. Select the File Import File menu option and select the.bas file created in the previous step. This will define the ERSIII module in the current document template file. Repeat this for each of the.frm files as well to define the forms used by the macro. Your existing template now contains a copy of the ERSIII macro.

9 ERSIII v3.6 User Guide Page 9 Upgrading Previous Versions of ERS If you have an existing Document Factory template that contains an earlier version of ERSIII, you will first need to delete the existing macro before copying in the newer version. To delete the existing ERSIII macro, select the Tools Macro Visual Basic Editor menu option to open the VBA editing environment. Expand the project tree in the Project Explorer pane and delete any existing ERSIII components (i.e., modules and/or forms). Finally, to copy in the latest version of ERSIII, following the instructions in the preceding section. Using the ERS Macro Starting the macro execution Once you have created a Document Factory template that contains the ERSIII v3.5 macro (see above), you can use this template to generate a report file. Document Factory will create a Microsoft Word document file (.doc ) that you can then open independent of CaliberRM. This file will contain the formatting information from the requirements repository along with the filenames of any referenced files. To expand the reference filenames, invoke the ERSIII macro by clicking on the appropriate toolbar icon. If the toolbar icon is not available, select the Tools Macro Macros menu option, highlight the CaliberRM_ERSIII macro and select the Run button. Whichever method is used, the ERSIII main menu should appear (depicted below). Figure 6: ERSIII Main Menu

10 ERSIII v3.6 User Guide Page 10 Selecting File Extensions to Expand Before you can execute the ERSIII macro, you must first select the file extensions that you want the macro to find and convert. At least one entry in the file extension list must be selected or the macro will not process anything. By default, all of the registered file extensions are selected. The registered file extensions are shown in the list on the left-hand side of the screen. By default, four file extensions are recognized by the macro (.bmp,.doc, vsd, and.xls ). This list can be customized to include any file extension known to Microsoft Windows by using the Add and Remove buttons appropriately. Expanding the File References Finally, to execute the macro, select the Convert button. If the option to select the reference actions individually has been set (see next chapter), then a dialog box will be presented as each reference filename is detected. If this option is not set, the conversion process will run without intervention until all reference filenames have been expanded or removed. Figure 7: ERSIII Verification Dialog There are three options for converting a reference filename. These include: 1) expanding the link by embedding the referenced object into the current document, 2) ignoring the link and leaving the filename text in the current document, and 3) ignoring the link and removing the filename text from the current document. The execution options described in the next chapter determine exactly how each of these conversion choices operate. Once the requested conversion operation is complete, the ERSIII main dialog box will automatically close and the current document displayed. Please keep in mind that the ERS macro can be run any number of times on a specific document, allowing different execution options to be used for each desired set of file types..

11 ERSIII v3.6 User Guide Page 11 Chapter 3: ERS Options Default Options The ERS macro provides a set of customizable execution options so that you may control the manner in which reference files are expanded. These options are set through the ERS graphical user interface and are saved in the Microsoft Windows registry. To display the options dialog, press the Options button on the ERSIII Main Menu. References Options When converting a reference filename, you have the option to either convert, remove, or ignore the reference. When references are converted, the source file contents are embedded in the Document Factory report and the effect is the same as using the Microsoft Word Insert Object menu option. Instead of converting a reference, you can choose to skip it and either leave the reference filename in the report or remove it altogether. Figure 8: References Options Dialog By default, the ERS macro will query the user to determine how to handle each of the reference filenames that it encounters. However, you can use the Action options to change this default behavior. By selecting the Convert all references, the macro will automatically convert all of the references that match the file types selected in the ERS Main Menu without prompting the user. By selecting the Remove all references option, the macro will remove the filenames for these references instead. When a reference is converted, there are three options for how the object is to be embedded into the report. By selecting Copy source object file into document, the reference file is embedded

12 ERSIII v3.6 User Guide Page 12 into the report as an unlinked object. This means that the object in the report is a copy of the reference file and subsequent changes to the reference file will NOT be reflected in the report object. To embed the reference file and have changes to the source automatically reflected in the report, select the Link document to source object file option instead. For textual documents (.doc files,.txt files, etc.), you can also choose to insert the source document into the report as text instead of as an embedded object. This is analogous to using the Microsoft Word Insert File menu option. This option is most useful when the source document is more than one page long and you wish all of the text to be included in the report. Because of the way that Microsoft Word handles embedded objects, the Insert Object options described above cannot display multi-page files. Heading Options You can choose to have figure headings automatically generated by the ERS macro. If selected, these headings will be added into the document file immediately before each reference object. To enable this option, select the Insert a Heading before each reference option and specify the text for the heading in the Heading Text field. You can also specify a Microsoft Word style for the text in the Heading Style field (the default is Normal ). Figure 9: Headings Options Dialog When headings are generated by ERS, the reference filename can be added to the end of the heading text by selecting the Include the reference filename in heading option. If this option is selected, you can also select the Include additional text after filename option to add more text to the heading after the filename. For example, with the options set as noted in the figure above, the generated heading would be File: X:\XXX\XXX.XXX (updated 1/1/00) and the Microsoft Word style for this line would be Heading 4.

13 ERSIII v3.6 User Guide Page 13 Captions Options Figure captions can also be automatically generated for each reference in much the same way as the headings described above. Captions, however, are generated immediately following the reference object instead of before them as it is with headings. To enable this option, select the Insert a caption after each reference option and enter the heading text and style in the appropriate fields. Figure 10: Captions Options Dialog To include the filename of the reference object in the caption after the caption text, select the Include the reference filename in caption option and, if desired, enter any additional text you would like included after the filename. For example, with the options set as noted in the figure above, the generated caption would be File name: X:\XXX\XXX.XXX (updated 1/1/00) and the Microsoft Word style for this line would be Caption. General Options The only general options available in this version of ERS deal with the insertion of page breaks. By selecting the appropriate options (see figure below), Microsoft Word page breaks can be inserted immediately preceding and/or immediately following each of the reference objects. Figure 11: General Options Dialog

14 ERSIII v3.6 User Guide Page 14 Document Keywords In addition to using the Options dialog box to set the execution characteristics described above, all of these options can also be set by inserting hard-coded keywords into the document text itself. Using keywords in this manner allows you to save linking characteristics specific to each document template or project. For example, you might want to change the heading text based on the current CaliberRM project. To accomplish this, you could enter one or more of the heading keywords into the project s Description field and then include that variable in the document template. Then, when Document Factory was used to generate a report, different heading keywords would be included for each project. Alternatively, you might have one Document Factory template in which you wish to include a Microsoft Word Table of Figures object. In that template, you could add the appropriate caption option keywords to generate captions with the appropriate formatting style. All of the available default keywords are listed in the table below. Each is preceded by a dollar sign ( $ ) and followed by the option setting enclosed in either parenthesis ( () ), brackets ( {} ), or curly braces ( {} ). The keywords themselves are not case sensitive, but some of the values are. Keyword Name Values Description $ERS_Action $ERS_LinkType $ERS_InsertHeadings C R C L I Convert all document references Remove all document references Example = $ERS_Action{C} Copy source object file into document Link document to source object file Insert source as text (documents only) Example = $ERS_LinkType{C} Insert a figure heading before each reference Do not insert figure headings Example = $ERS_InsertHeadings{} $ERS_HeadingText 1 String Specifies the text to be included in the figure headings (Requires $ERS_InsertHeadings set to ) Example = $ERS_HeadingText{Filename:}

15 ERSIII v3.6 User Guide Page 15 Keyword Name Values Description $ERS_HeadingStyle 1 Heading 1 Heading 2 Heading 3 Heading 4 Normal $ERS_HeadingFileNames $ERS_InsertHeadingSuffix Sets the heading format style to Heading 1 Sets the heading format style to Heading 2 Sets the heading format style to Heading 3 Sets the heading format style to Heading 4 Sets the heading format style to Normal (Requires $ERS_InsertHeadings set to ) Example = $ERS_HeadingStyle{Heading 2} Append the reference filename to the heading Do not append the reference filename (Requires $ERS_InsertHeadings set to ) Example = $ERS_HeadingFileNames{} Append additional text to the heading Do not append additional text to the heading (Requires $ERS_HeadingFileNames set to ) Example = $ERS_InsertHeadingSuffix{} $ERS_HeadingSuffixText 1 string Specifies the additional text to be appended to the headings $ERS_InsertCaptions (Requires $ERS_InsertHeadingSuffix set to ) Example = $ERS_HeadingSuffixText{XYZ} Insert a figure caption after each reference Do not insert figure captions Example = $ERS_InsertCaptions{} $ERS_CaptionText 1 string Specifies the text to be included in the figure captions $ERS_CaptionStyle 1 $ERS_CaptionFileNames Caption Normal (Requires $ERS_InsertCaptions set to ) Example = $ERS_CaptionText{Filename:} Sets the caption format style to Caption Sets the caption format style to Normal (Requires $ERS_InsertCaptions set to ) Example = $ERS_CaptionStyle{Caption} Append the reference filename to the caption Do not append the reference filename (Requires $ERS_InsertCaptions set to ) Example = $ERS_CaptionFileNames{}

16 ERSIII v3.6 User Guide Page 16 Keyword Name Values Description $ERS_InsertCaptionSuffix Append additional text to the caption Do not append additional text to the caption (Requires $ERS_CaptionFileNames set to ) Example = $ERS_InsertCaptionSuffix{} $ERS_CaptionSuffixText 1 string Specifies the additional text to be appended to the captions $ERS_PageBreaksBefore $ERS_PageBreaksAfter 1 = value is case sensitive (Requires $ERS_InsertCaptionSuffix set to ) Example = $ERS_CaptionSuffixText{XYZ} A page break is inserted before each reference No page breaks are inserted before each reference Example = $ERS_PageBreaksBefore{} A page break is inserted after each reference No page breaks are inserted after each reference Example = $ERS_PageBreaksAfter{} Table 1: Document Keywords

17 ERSIII v3.6 User Guide Page 17 Chapter 4: Running ERS From a Command Line AutoRun Functionality All of the previous sections have discussed running ERSIII interactively, with a live user manipulating the mouse to customize and invoke the macro. However, the Document Factory was designed to also be run from a command line so that scheduled, periodic processes can be defined. For example, a command file might be created to invoke the Document Factory and then be scheduled to run in the evenings with the Microsoft Windows NT At command. In this case, there would be no user available to invoke the macro. Accordingly, a command line interface is provided to the ERS macro through a macro named CaliberRM_ERSIII_AutoRun. This macro can be invoked from a command line rather than the toolbar button by using the Microsoft Word /m command line option. It executes the same functionality as the interactive macro, but it does not prompt the user for any input. A sample command line to invoke this macro is shown below. The filename.doc parameter would be replaced with the name of the Microsoft Word document file generated by Document Factory. > winword.exe /mcaliberrm_ersiii_autorun filename.doc When the AutoRun macro is invoked, the document references are immediately expanded using the AutoRun default options (specified by pressing the AutoRun button on the ERS Main Menu) and the AutoRun document keywords (described below). Please note that although the AutoRun Options dialog contains many of the same options as the Default Options dialog, these settings are stored separately in the system registry. Also note that the settings maintained on this dialog are defaults only, and any document keywords encountered by the macro will override these defaults. Save As Options Since the AutoRun functionality does not rely on a user for input, there are a few more options necessary than described in the sections above. Specifically, the macro needs to know how and where to save the expanded report file. These options are specified on the Save As tab on the AutoRun Options dialog (pictured below). The most important thing the AutoRun macro needs to know is in which format to save the newly expanded file. Reports can be saved as either Microsoft Word documents (.doc files), HTML web pages (.htm files), or Rich Text Format files (.rtf files). Use the appropriate save option to specify which of these file types is desired.

18 ERSIII v3.6 User Guide Page 18 Figure 12: AutoRun Options Dialog Optionally, you can specify a new path and file name for the expanded report file. By default, the expanded report will be saved in the original directory location under the same file name as was generated by Document Factory. To specify a new direction location, select the Save to a new directory location option and enter a valid, existing directory path in the Directory field. To specify a new filename, select the Save to a new file name option and enter a valid filename (without the extension) in the File Name field. All of the other options available on the AutoRun options dialog (References, Headings, Captions, and General options) are identical to the default options described in the preceding chapters. These settings are stored separately in the system registry so that different default options can be specified for user-driven and AutoRun invocations. AutoRun Document Keywords During AutoRun processing, all of the standard document keywords are available (see previous chapter). Keywords are often specified during an AutoRun execution to control how the reference conversion occurs since no user is available to set these options when invoked. Most often, these keywords are entered directly into the Document Factory template. In addition to the standard document keywords, there are a few keywords that are specific to AutoRun processing. These are listed in the following table, along with their valid values and examples of their use. As with the standard keywords, each is preceded by a dollar sign ( $ ) and followed by the option setting enclosed in parenthesis ( () ), brackets ( {} ), or curly braces ( {} ). The keywords themselves are not case sensitive, but some of the values are.

19 ERSIII v3.6 User Guide Page 19 Keyword Name Values Description $ERS_SaveType $ERS_SaveToNewPath W R H Save as MS Word document (.doc) Save as Rich-Text file (.rtf) Save as HTML file (.htm) Example = $ERS_SaveType{W} Save the report file to a new directory Save the report file to the same directory (The new directory name is specified with the $ERS_NewPathName keyword) Example = $ERS_SaveToNewPath{} $ERS_NewPathName Path Specifies a valid directory path for the $ERS_SaveToNewPath keyword $ERS_SaveToNewFile (Requires $ERS_SaveToNewPath set to ) Example = $ERS_NewPathName{C:\Temp} Save the converted report file to the filename specified with the $ERS_NewFileName keyword (The new file name is specified with the $ERS_NewFileName keyword) Example = $ERS_SaveToNewFile{} $ERS_NewFileName 1 Filename Specifies a valid filename for the $ERS_SaveToNewFile keyword 1 = value is case sensitive (Requires $ERS_SaveToNewFile set to ) Example = $ERS_NewFileName{NewName} Table 2: AutoRun Document Keywords

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