magic5 uses a number of output formats, as listed below. Some are standard, and are shipped with magic5 while others can be created/customised by an administrator. The more complicated formats may need work to get them exactly right - please contact magic5 to find out more.
- Standard PDF formats. Any template created on the system can be output as a PDF using one of the standard formats. Options include front sheet/no front sheet and logo + contact details. All changes in the template are reflected in the PDF. This is the most basic option - it works for all forms but is a bit unsophisticated.
- Programmed PDF format. This is for a particular template and is created and formatted specifically to cope with a particular form. It is usually required to replicate the standard layout required for a regulation document. This is usually a option.
- Programmed PDF layout. This is will also work for any template, but applies customised rules to layout and formatting. For example, company branding may dictate that everything should be in landscape with Times New Roman fonts and text in bold, red italics. This is usually a option.
- Excel mail merge. This uses a skeleton spreadsheet that can have form data merged into it and would, typically, use a separate skeleton for each form. This is a powerful option which handles simple, repetitive data very well but is not sophisticated enough for complicated forms. This is usually a option.
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Word mail merge. This uses a skeleton document that can have form data merged into it and would, typically, use a separate skeleton for each form. This is emerging as a preferred method as it allows an administrator to create and update content appropriate to their individual, and changing, circumstances. It is also able to handle very large documents.
Fixed items (such as regulation text, reference to legal publications, contact personnel) can easily be kept up-to-date using Word without involving magic5 support.
Variable items (as shown below) can also be modified in-house, but this is an advanced task and it is advised to take copies of all documents before starting. magic5 support will offer assistance if required. These items include:
- Mail merge fields: a simple example of saying “put the data from item xxx here”
- Bookmarks: for more complex cases. These are tailored to individual circumstances but have covered areas such as Observations/Actions/Timescales, Photos, Annotations, Signatures, Action Plans.
Standard bookmarks are provided but magic5 can provide bespoke work for other items.
For further information see Create a Word report (from magic5 output) and Create a Word report (from scratch)
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