Document Variables

Document variables are stored as part of a document or template, and they store information about the document and can only be accessed using Visual Basic or viewed using a metadata viewer.

NOTE: Example below is using iScrub's metadata viewer

In Figure 1 (metadata from the same document) the CREATATION DATE is 11/26/2003 and in Figure 2 the DOCX97 document variable has a date value of 10/12/99. This document continues to be used to create new documents t along with the hidden variables.

Figure 1

Figure 2

Figure 2 shows document variables that are in the document TC-Design Agreement.doc.

How Document Variables are Used

• Using the {DocVariable "DocVarName"} field code The DocVariable field code references the stored value of a document variable. Place this field code anywhere in the document and it will display the contents of a stored hidden document variable.
• Hidden Stored values for macro automation

Document Variables are useful for document automation because they allow the programmer to store information for future use. For example, some firms use document variables to store Client and Author information for use in the footer or field code purposes. Unfortunately, many of these same macros aren't self-managing, in that they leave this information in the document when it is no longer needed or related to the new document. It then becomes a metadata risk when it leaves the firm.

Rules for Document Variable Best Practice

1. Know your document variables. If any automation is placing document variables in your documents, know why and what they are.
2. Know what document variables already exist in your internal organic documents (those documents living and created in the firm). If you have had any outside company convert your documents, you should be aware of possible document variables used during the document conversion.
3. Use a metadata removal utility and metadata viewer such as iScrub or iDiscover (free download) to identify document variables in your documents. This tool must be available to all of your users.
4. Think through the use of the document variable and try to use a non-hidden metadata method to accomplish the same thing.

Document Variables are an effective and useful reference variable store for Microsoft Word macro automation. Firms should be aware of document variables and the associated metadata risk. Firms should reassess any use of document variables to determine if there is a different non-hidden approach to accomplish the same thing.