Workgroup Template Issue

Infoware Word Administration Knowledge Base

Behaviour: Word Errors after Recent Network Configuration Change

This article discusses an issue that effects organizations that use the Workgroup Template path option in Microsoft Word to connect to a collection of custom firm document templates.

The specific issue is that an organization will start to experience errors with existing Word Documents following a change to the network environment. A common manifestation of the issue is that some Word Documents are very slow to open or users report that Word "hangs" on opening files.

Your organization may encounter this issue if one or several of the following are true:

The folder containing Workgroup Templates has been moved to another location
Word crashes when opening existing documents following server upgrade
Word documents from a particular external user cannot be opened

Issue: Workgroup Template Path Cannot be Found

When a Microsoft Word document is created using a document template (as set by the Workgroup Templates Path setting in the Tools, Options dialog box), the path to this template is saved as a property within the document. Consequently any document that is created in Word has a "memory" of the template that was used in its composition and the path to that template. When in the future that document is opened, Word will try to open the corresponding template to enable the features of the template.

Cause: Workgroup Template location changed or does not exist

But therein lies the issue. When a document is composed using a local template, Word will look locally for the template (even if is another computer or network) and being unable to finding the template file, Word will "give up" and open the document within a few seconds. But when a document is created using a template stored on the server, Word will continue to search for the template on the server for a much longer time interval. Word assumes that the server where the template is stored is busy and will continue to search for the template – often for several minutes. Typically end-users will report that Word has hung.

The existence of this issue is not usually immediately evident. Typically this behaviour will be evident to Word users internally only when a File Server name is changed (the Server referenced in the Workgroup Path) or the Server is retired. External Word users will typically report that the emailed documents from a specific user (or firm) are corrupt as it will seem that Word hangs anytime that that user's documents are opened.

Resolution: Use Re-Map Path Tool to correct Documents' Template Properties

Infoware's Re-Map Paths Tool was designed to help resolve this missing Workgroup Template issue where it appears that Word hangs when opening documents created using a template that is saved on a network drive. The Re-Map Paths Tool will en masse reset the document templates path for a collection of Word Documents.

How the Re-Map Path Tool Works

The Re-Map Path Tool will scan the Word Documents saved in a designated folder structure, identifying the associated Templates and then as a second operation will re-map (or replace) the path of the Template to an alternative designated path. The Tool can scan and re-map both drive letter and UNC paths.

Pricing
The Re-Map Paths Tool is available on a site license basis. Please contact one of our for pricing and licensing information. The price for a small site with a single server is $250US.

About Infoware

Infoware Canada Inc. is a Toronto-based IT consultancy and software development firm. The firm has 20 years experience developing process automation solutions for law firms using the Microsoft products. The firm's InForm Court Form Suites are the preferred Court Form standard for many of Canada's largest legal firms.

For more information about Infoware's collection of Legal Productivity Solutions visit the Solutions for the Law Office page on our website.

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