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.

Dynamic Word System Settings

2. Configuration Parameters

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

Setting Name Definition & Function
Enable saving version Allows the user to save a version of the document available within the Add-in context.
Save new file Controls ability to create a "Clone." If enabled, the user can save as a new file rather than a version.
Save as version before save as final Automatically saves a snapshot immediately before the user executes "Save as Final".
Enable interactive mode Toggles the ability for the organization to utilize Interactive Mode.
Enable auto save Allows policies to auto-save at specific intervals, removing the need for manual saving.
Use default file name Bypasses the "Choose File Name" prompt and uses a generated default name.
Save as final format Defines output format. Options: Manual, Check, 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 canvas.

  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 without altering specific data fields.

  • 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 policy context for a new record (dependent on the Save new file setting).

  • Publish (Save as Final): Finalizes the negotiation. This locks the document and generates the final output (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. 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.

  • Clause Tracking: Logs display the Old Clause versus the New Clause.

  • 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.