AutoForm

Basic Operating Instructions

Copyright 2005 Jefferson Industrial Software, LLC

Table of Contents

Basic Operating Saving Key Table How to create form templates Form Helper Adding a Template File Naming Setup: Profiles Setup: Template Path

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Basic instructions for the J-MOS AutoForm

*These instructions use Microsoft Excel as the example. All the instructions are applicable to Microsoft Word as well.
1. Open Outlook to the contact person who will be receiving your form. 2. Start J-MOS AutoForm. 3. The Outlook information will be immediately viewable in the Review box.

4. If information is missing it needs to be updated in Outlook for the next time. 5. Click on the Excel Forms tab

6. Click the Forms button and then click the form you want to open.

7. In the reference box enter the Ref: that will go into your documents reference (Ref:) section. This will also be part of the file name when saved.

8. After the document has been opened, immediately save it to the folder of your choice. Do this prior to typing in the document body information.

The Save button will allow options (if No is selected) as to where to save the file. The Save to Last Location button will give you the option to save the completed form to the last file you saved this persons previous document. The default save file path is: C:\\Program Files\J-MOS AutoForm File saving syntax: Form name_contact name_date_reference Example: You have a form named Faxcover. The Outlooks contact name is Mike Fox. It is October 10, 2005. The reference (Ref:) of your fax cover is Billing info for job 05-265 The saved file name would be: Faxcover_Mike Fox_10-10-05_ Billing info for job 05-265.xls(if it were and Excel form). 9. Close J-MOS AutoForm and type in your information. 10. When completely finished with your form, press the Excel save button, as you normally would save a workbook. This will save the form; to the file path, and file name, you gave it using the J-MOS AutoForm (Save) command.

J-MOS AutoForm Key Structure Key Table

Use the following Keys when designing your own forms.

Excel / Word "Key"

Replacement Value

Value Received From:

Jdate
Jname Jcompany Jaddress Jcity Jstate Jzip Jphone Jfax Jjobtitle Jtitle Myname Mytitle Mycompanyname Mystreet Mycity Mystate Myzip Myphone Myext Myfax

= = = = = = = = = = = = = = = = = = = = =

Date
Name Company Street Address City State Zip Phone Fax Job Title Dear Mr. Formal or Informal Name Job Title Company Name Street Address City State Zip Office Phone Ext. Fax

J-MOS AutoForm
Outlook Contact Form Outlook Contact Form Outlook Contact Form Outlook Contact Form Outlook Contact Form Outlook Contact Form Outlook Contact Form Outlook Contact Form Outlook Contact Form Outlook Contact Form J-MOS AutoForm Settings Tab J-MOS AutoForm Settings Tab J-MOS AutoForm Settings Tab J-MOS AutoForm Settings Tab J-MOS AutoForm Settings Tab J-MOS AutoForm Settings Tab J-MOS AutoForm Settings Tab J-MOS AutoForm Settings Tab J-MOS AutoForm Settings Tab J-MOS AutoForm Settings Tab

How to Create Your Own Form Templates

Open MS Excel and create your template, as you would like to see it. Bring in your logo and whatever type formatting (bold, italics, etc) you want. Wherever you want information automatically filled in from Outlook or J-MOS Autoform, you need to place a Key in that cell. Only use the keys you need, ignore the rest. Using the Key table: The items in the column marked Excel Value is the Key reference that is placed on the Excel template. The items in the column marked Replacement Value is what will replace the Key value on your Excel sheet. In the column marked Value Received From: is where the replacement key value comes from, either from MS Outlook or from the J-MOS Autoform program. In the first picture below (Fig. 1), is the Excel template sheet. The author of this sheet wants the Outlooks contact name, company name, phone and fax numbers to go in the designated cells.
Keys can placed anywhere on the sheet, as many times as needed.

Fig.1

The key Jname will be replaced with Outlooks contact name. The key Jcompany will be replaced with Outlooks contacts company name. The key Jphone will be replaced with Outlooks contacts phone number. The key Jfax will be replaced with Outlooks contacts fax number.

In this example Outlook was opened to a vendor contact named North Bay Distributors with the name of Mike Fox as the contact person. (Fig.2) After the template has been brought up in the J-MOS AutoForm, the appropriate fields from the Outlook contact sheet then replace the key fields.
If any of these cells are blank, that would indicate the information is missing in the Outlook contact information.

*For example purposes this information would be brought into the form after the Excel form was created and listed in the J-MOS AutoForm

Fig.2

These values

REPLACE

these keys

REMEMBER: The AutoForm Keys must be typed into your Excel template, exactly as you see it here. You can repeat the same key on a template as many times as you want. Non-existing keys will be ignored; you only have to use the ones you want.

Using the Form Helper

From the main menu click the button Help then click Form Helper.

Right-Click Copy (Ctrl+C) these keys form here and Right-Click Paste (Ctrl+V) into your form.

When the Form Helper pops-up you can copy and paste the Keys from here to the Excel or Word form. Using this along with the key guide (Page 4), this will help assure you have the correct key syntax in your custom form.

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Adding a Template to the List

Now that you have created a template, it must be saved in the file C:\\Program Files\ J-MOS Autoform\. J-MOS Autoform always looks here for the templates. Lets say you save this file as MyTest.xls. You must tell J-MOS Autoform that the file template exists. To do this click on the tab Excel Forms. Then click the button that says Add New Form

Then click the Add button.

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Save the file name EXACTLY as you named the saved Excel file in the C:\\Program Files\ J-MOS Autoform .

Do not type in the . xls or .doc suffix ONLY THE FILE NAME.*

*Note: Do not save your Word documents as .dot; or your Excel Worksheet/templates as .xlt. Autoform will not see them.

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Your template is now ready to use

Click in the green list box on the form you would like to like to create.

Setup: Profiles / Template Paths

You can set-up as many profiles as you would like. If you are using J-MOS AutoForm for yourself only, you may want to have a business profile, and personal profile.

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If you type in the same type documents for a variety of different people, you could have each person on there own profile. All you have to do is scroll to the profile, then select the form you want filled out and that profile is inserted into the form.

Profile Menu

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1. 2. 3. 4. 5.

Setup tab Click to Add a profile Update after adding new or editing a profile Click this to edit a current profile Delete the current

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Template File Path

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1. The last date and time you updated the template files 2. Path where the template files are copied from 3. Click if you want to update your template files every time the J-MOS AutoForm is started 4. Click this if you want to only manually update your template files 5. Click to change the file path 6. Click to manually update the template files. Note: The Autoload and Manual Update will update the template files that are in your Word and Excel forms lists. It will not update all the files in the template files folder automatically. You must have the file names entered prior to downloading. This enables you to be selective as to which template files you want on your computer and have updated.

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Notes:

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Jefferson Industrial Software, LLC

44098 Mercure Circle Sterling, Va. 20166 Phone: 800-811-0118 Fax : 703-260-3371 www.J-MOS.com

This collection in its entirety: Copyright: 2005 Jefferson Industrial Software, LLC