Technical Guide: 

Configuring and Using Dynamic Word

Overview

Dynamic Word allows for bi-directional synchronization between the Novidea platform and Microsoft Word. This guide covers the initial system configuration, template setup, audit capabilities, and the end-user workflow for editing and managing documents.

Part 1: System Configuration (Administrators)

Before users can utilize Dynamic Word, the feature must be enabled and configured within the System Settings.

1. Global Settings & Activation

  1. Navigate to the System Settings tab within the Novidea/Salesforce setup menu.

  2. Scroll to the Download Files section.

  3. Click Activate.

2. Configuration Parameters

The following settings control the behavior of the Add-in, versioning, and file saving logic.

Dynamic Word System Settings
Setting Name Definition & Function
Enable saving a version Allows the user to save a version of the document available within the Add-in context.
Enable saving as a new file Controls ability to create a "Clone" version
Supported file types Select file types: .doc, .docx, .rtf
Save as version before save as final Automatically saves a version before "Save as Final".
Enable interactive mode Toggles the ability for the organization to utilize Interactive Mode.
Enable auto save Allows to auto-save at specific intervals.
Autosave interval(min) Enter time for the autosave interval in minutes
Show all file verions xxx xxx
Use default file name Use defualt file name
Save as final format Defines output format. Options: Manual, or PDF.
Enable SSO Permits Single Sign-On (SSO) authentication when logging into the Add-in.

Part 2: Template & Designer Configuration

When building a Docomotion form, specific definitions are required to enable “Push Back” capabilities (bi-directional syncing).

1. Template Definition (Form Creation)

This configuration is established during the initial creation of the Form/Template.

  • Action: When creating a new Form record in Salesforce/Novidea.

  • Definition: You must define/select Dynamic Process as the specific process type for this template. This designates the template as compatible with the bi-directional sync features from the start.

2. Field Permissions (Push Back Logic)

To ensure data integrity, fields are read-only by default. Configuration is done within the Docomotion Designer in Word.

  1. Locate the Field: Select the data tag on the left-upper window.

  2. Tag Properties: Open the Tag Properties window. 

  3. Enable Push Back: In the Text Options section, check the box for Allow Pushing With Dynamic Word.

Field Tag Properties

Part 3: Accessing the Add-in

Once the document is generated via Docomotion and downloaded:

  1. Open the Word document.

  2. Launch the Dynamic Word add-in from the ribbon.

  3. Login: Enter Salesforce credentials or use SSO (if Enable SSO is active in System Settings).

Part 4: Using Dynamic Word (Modes)

The add-in operates in two distinct modes.

1. General Mode (Lifecycle Management)

Used for managing the document’s lifecycle

  • Save Version: Saves the current state back to the system as a dynamic draft (Work-in-Progress).

  • Clone (Save New File): Creates a duplicate of the current document context for a new record (dependent on the Save new file setting).

    • Publish (Save as Final): Finalizes the changes. This locks the document and generates the final output (PDF/Word/PDF+Word).

 

2. Edit Mode (Data Interaction)

To modify data, switch to Edit Mode. The add-in refreshes to sync with the latest record data.

  • Navigation: Use the Previous/Next buttons to jump between permitted fields.

  • Updates: Enter values via the Sidebar or directly on the Word canvas.

  • Auto-Save: If configured, the system will save changes automatically at the set interval.

Part 5: Auditing and Logs (The Logger)

To ensure compliance, the system maintains a robust audit trail via Dynamic Responses list. Any generation creates a log, and any change in the form creates a Dynamic Response record.

Log Capabilities

  • Trigger: Logs are generated automatically upon any field update.

  • Related Lists: Each Dynamic Response contains a related list of all fields updated during that session.

Data Comparison (Audit Trail)

  • Data Before vs. After: View the specific value change.

  • Date Tracking: Logs display the Previous Date versus the New Date.

  • User Attribution: The log explicitly records Last Modified By and Created By to identify exactly who made the change.