mastering document automation andy sheppard, mai principal pritchett, ball & wise, inc
TRANSCRIPT
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MASTERING DOCUMENT AUTOMATION
Andy Sheppard, MAIPrincipal
Pritchett, Ball & Wise, Inc.
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OVERVIEW OF TOPICS COVERED
• WHY DO APPRAISERS NEED AUTOMATION?
• WHAT “CANNED” SOFTWARE IS OUT THERE?
• WHAT THINGS CAN YOU AUTOMATE?
• MAKING YOUR SOFTWARE DO MORE (“DIY”)
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WHY APPRAISERS NEED “AUTOMATION”
• CONSISTENCY– Repeat Same Values Throughout– Manage Sentence Tense/Person Agreement Issues– Fix Innocuous Things that Look Bad if Done Incorrectly
• SPEED– A Good Template Becomes “Fill in the Blanks” vs “Hunt & Peck”– Make Mass Changes at Once – Make Mass Corrections at Once
• REPETITION– Helps Reader Not Have to Flip To/Fro– Recapitulating Facts Makes You Seem Organized/Competent– Typing the Same Thing, Over and Over, is BORING
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“CANNED” SOFTWARE
No Shortage of Options…- Alamode (Residential)
- Appraiser’s Paradise- AppraiseWrite
- Commercial Complete - Datappraise - Narrative One - Report Builder Pro
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“CANNED SOFTWARE”
Things to Look for When Choosing Software:
- Admin versus Appraiser Cost Difference- Annual Fee or One-Time Purchase- Accessible via Server Only- Accessible Online (Only or Additionally)- Ability to Add New “Fields”- Ability to Handle Multiple Premises
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THINGS YOU CAN AUTOMATE
• AUTO TEXT ENTRIES• One-Click Loading - Proposal, Invoice, Etc. Templates• Text Changes (i.e., +- becomes ±; SF becomes ft2, etc.)• Change Boilerplate Based on Specific Property
– Specific Text for Specific Clients– Specific Text for Yellow Book Standards– “Methodology” Text for Apartments, Industrial, Etc.– “Improvement Analysis” for Apartment, Industrial, Etc.– “Land Sale Template” (Long and Short Formats)– “Improved Sale Template” for Apartment, Retail, Etc.
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AUTO-TEXT PRIMER
EASIEST TO USE - NOMINAL* SETUP- USE EXISTING TEXT/TEMPLATE/GRAPHICS- EASY TO CHANGE/UPDATE- INSERT AS NEEDED
AUTO TEXT IS UNDER “QUICK PARTS”ON THE “INSERT” TAB/MENU
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AUTO-TEXT PRIMER
VIDEO
MAKING AUTO TEXTFROM EXISTING FILES
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AUTO-TEXT PRIMER
VIDEO
INSERTING AUTO TEXTINTO DOCUMENT
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THINGS YOU CAN AUTOMATE
• “MACROS” CAN AUTOMATE PROCESSES:• Resize Photos to Fit 2/Page, 6/Page, Full Page, Etc.• Insert “Landscaped” Page (w/o Pages Going Haywire)• “Ask” for Inputs (i.e., Client Info, Etc.) upon Opening• “Lock” Portions of a Document from Edits• Highlight Misspelled Words (Instead of Thin Red Lines)• Add Current Headers, Footers, Qualifications, Etc.• Add Predefined Named Files (i.e., “LS_Map.jpg”)• “Pull” Data from Excel, Access, Etc.
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MACRO PRIMER
VIDEO
USING MACROS TO RESIZE PHOTOS
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MACRO PRIMER
SETTING UP COMPUTER
TO USE/MAKE MACROS
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MACRO SETUP
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MACRO SETUP
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MACRO SETUP
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MACROS PRIMER
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MACROS PRIMER
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MACRO EXAMPLES
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MACROS PRIMER
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DIY AUTOMATION
GREAT ALTERNATIVE IF YOU WANT TO… - Stop Typing the Same Words, Over and Over
Acres? Address? County? I/We? - Stop Making Verb Tense Changes by Hand
… appraiser opines / appraisers opine - Stop Doing Math by Hand/Excel/Calculator
Create Calculations within Word
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DIY AUTOMATION
GREAT WEBSITES & REFERENCE BOOKS:
“Word 2010: Inside Out” by Katherine Murraygregmaxey.mvps.org (MS Word Tips Link)word.mvps.org (ALL)gmayor.com (Word Pages & Downloads)
LMGTFY.com
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DIY AUTOMATION SETUP
THE NEXT SLIDES SHOW YOU HOW TO:
“SEE” BOOKMARKS (NOT ON BY DEFAULT)“SEE” FIELD CODE SHADING (“” “”)PREVENT/ALLOW UPDATING ON FILE ENTRYPREVENT/ALLOW UPDATING ON PRINT
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DIY AUTOMATION SETUP
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DIY AUTOMATION SETUP
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DIY AUTOMATION SETUP
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DIY AUTOMATION SETUP
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DIY AUTOMATION PRIMER
“BOOKMARK” IS A THING THAT REPEATS“CROSS REFERENCE” IS A LINK TO BOOKMARK
BOTH ARE LOCATED ON THE INSERT MENUBOTH ARE DOCUMENT SPECIFIC
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DIY AUTOMATION PRIMER
“FIELD CODE” MAKES THE MAGIC HAPPEN
SHOWS UP AS GREY-HIGHLIGHTED TEXTGREY DOES NOT SHOW UP WHEN PRINTED
SHIFT F9 SHOWS CODE FOR SINGLE WORDALT F9 SHOWS ALL CODES IN DOCUMENT
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DIY AUTOMATION PRIMER
“FIELD CODE” INSERTION
AUTOMATICALLY BY CROSS REFERENCING
MANUALLY BY CTRL F9 ( )
PROGRAMMATICALLY BY MACROS
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DIY AUTOMATION PRIMER
“FIELD CODE” CALCULATIONS AND USES:
IF/THEN TYPE CHANGES“Appraiser1”=Mike; “Appraiser2”=BLANK SPACE { IF Appraiser2 = “” “appraiser” “appraisers” }
…unit of comparison is price per SF (“UOC_Land”){ IF UOC_Land=“SF” “/SF of land area” “/Acre” }
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DIY AUTOMATION PRIMER
“FIELD CODE” CALCULATIONS AND USES:
SIMPLE MATH“Subj_FMV”=$1,000 { = Subj_FMV * 0.40 \# “$#,###” }
LAYERED MATH (INSURABLE VALUE EXAMPLE)
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DIY AUTOMATION PRIMER
“FIELD CODE” SWITCHES FOR TEXT:
XXX
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DIY AUTOMATION PRIMER
“FIELD CODE” SWITCHES FOR #S TO TEXT:
\* CardText \* Caps (72 Seventy Two)\* Roman (11 XI)\* OrdText (1 1st)
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DIY AUTOMATION PRIMER
“FIELD CODE” SWITCHES FOR CALCS TO #S:
\# #,### (8.2253*43560 358,294)\# #,###.## (8.2253*43560 358,294.07)\# #,###.00x (8.22253*43560 358,294.068)\# “$#,###.00 ‘ in taxes’ “ ($12.34 in taxes) \# “##%” ($1 EXP / $3 EGI 33%) WATCH OUT
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MACRO PRIMER
VIDEO
MAKING A NEW BOOKMARK
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MACRO PRIMER
VIDEO
ERROR HANDLING WITH FIELD CODES
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DIY AUTOMATION PRIMER
CONSIDERATIONS / BEST PRACTICES:Start Small (appraiser vs appraisers; acres SF)Involve Your End Users in the ProcessFind Reasons to Add New BookmarksPut Bookmarks in the FRONT of the ReportName Bookmarks w/ Logical PrefixesPay Attention to Word vs Excel re: RoundingBookmark Calculations – Never Repeat a CalcError Handling is a Necessity