Display a ticket list in MS Word

In the fifth part of our blog series Step by Step to a Ticket System, you saw how to create a MS Word template according to your individual needs, in order to be able to display an individual ticket from in-STEP BLUE in MS Word. Today you will see how to display an extensive ticket list in MS Word. Off we go!

Create a new product type

To issue your ticket list in a MS Word document you need a product type in in-STEP BLUE and a template. Open the organizational unit of your ticket system and then open the view Product Type from the view group Administration.

Zu Produkttypen navigieren

Navigate to product type

First of all, create a product type Files for a directory under the top project type Organization. The files can be saved here.

Produkttyp mit der Eigenschaft Verzeichnis und dem gewünschten Namen

Product type with the property Directory and the desired name

Create an additional product type Current Tickets under the new product type Files.

Auf dem Weg zum zusätzlichen Produkttyp

On the way to an additional product type

Just configure the additional product type with the settings on the following screenshot.

Einstellungen für den Produkttyp Aktuelle Tickets

Settings for the product type Current Tickets

Here, it is important to select the instance category GENERATED DOCUMENT so that the configuration and generation commands will be offered later for the created products. And select from template Produkt.doc from the files. Now we will look at and adapt it together.

Adapt MS Word template

Navigate to the view Templates in your view group Administration and there open the template Produkt.doc to edit in Word. To do this you must set the file back into the state In Progress.

Den Zustand der Datei zurücksetzen

Reset the state of the file

Und die Datei Bearbeiten

And edit it

Now create a simple heading for the document in Word.

Die Überschrift in MS Word eintragen

Enter the heading in MS Word

Additionally, identify the area where the tickets should be displayed with two textmarks: is_BeginInsertForms and isEndInsertForms.

Und die notwendigen Textmarken einfügen

And insert the necessary textmarks

After the template has been adapted, save it and check it back in to in-STEP BLUE. This can be done simply with the in-STEP BLUE Add-In for MS Word.

Eine enge Integration von MS Word und in-STEP BLUE

Tight integration between MS Word and in-STEP BLUE

Now open the view Files / Products in the view group My in-Step and create the folder Files under the Ticket System and a document Current Tickets.doc. Then prepare the file for generation right away using the context menu command Configure … 

Das konkrete MS Word Dokument konfigurieren

Configure the tangible MS Word document

Now select the Folder for Tickets in the configuration as the source for the forms:

Den richtigen Ordner auswählen

Select the correct folder

Through this setting MS Word recognized that the forms to be generated between the two text marks is_BeginInsertForms and is_EndInsertForms can be found in the directory Folder for Tickets.

If an additional view is entered, the tickets in the directory will be filtered according to the view. Here, specify a view that only displays tickets of the state In Progress, so that only these tickets will be displayed in the MS Word document. You can use this technique to easily produce different documents.

Display the ticket list in MS Word

Now fill out the new document which is called up through the menu command Update document.

Dokument aktualisieren - ein Kinderspiel

Updating documents – child’s play

And the result:

Die Ticketliste in MS Word

The ticket list in MS Word

The template Tickets.docx is used to display the tickets. You can learn how to create this template in part five of the blog series.

That was it for today. And how will we continue? In the next entry you will learn how to create tickets for work contracts. And then how to expand the ticket forms and how to create and configure an Excel template for issuing and editing tickets. Just follow along and come step by step to your own ticket system. And if you have any wishes or suggestions, get in touch with us at service@microtool.de or 030/467086-20.

Axel Höner is an expert for the integration microTOOL software products into IT environments of any size. A certified Project Management Expert (IPMA), CPRE, Scrum Master, SAFe® Program Consultant and he specializes in consulting and process optimization.

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