GhostFill, Version 4.1

GhostFill, Version 4.1

GhostFill, Version 4.1 is a document assembly program that lets you create Microsoft Word templates that are far more sophisticated than those you can make using Word. GhostFill also works with any word processor that imports and exports RTF (Rich Text Format) and ASCII documents and HTML files. The latest version of GhostFill includes a redesign of its core components, improved performance and enhanced efficiency.

After installation, a toolbar is added to Word. Because there is no paper documentation to speak of, I decided to run the tutorial. Unfortunately, it’s an Adobe Acrobat document, so I had to do a lot of switching between Adobe and Word to follow the instructions. Eventually I got through it, and I recommend you follow this path because the program isn’t very intuitive.

The first step is to click on the “GhostFill Explorer” button, which brings up a Windows Explorer-like pane. The document collections (called Applications) are listed on the left side, and the contents on the right, much like Explorer. This layout gives the program a familiar look. You can access most functions with a “right-click” of the mouse, which also adds to the program’s ease of use.

The first thing you need to do is create a new application or you can create and run a template in one of the sample applications provided, which shows up on the left pane. New with Version 4.1 is an “End User” view, which makes it easier to select and run a template. I found the word “application” somewhat confusing until I realized it was nothing more than a folder or subdirectory were templates and associated information reside. You also can open any Word document and use the “Save to GhostFill” button in Word to store it to an application folder.

After creating the application, you create a Word template. You might want to create an application named “Correspondence,” and your first template might be “Blank Letter.” You can copy an existing document into the template, or create one from scratch, then select the portions you want to change each time the template is used to create a new document. For example, if you are creating a letter, the date, inside address, salutation and other details will be different each time you create a new letter from the template. These variables are called “FillPoints,” and are created by using the “FillPoint Editor,” another Explorer-type window that opens when you click the “Fillpoint Editor” button. The Fillpoints can be text, such as names, dates, numbers, calculations and other types of variables. A FillPoint is actually text contained in brackets and preceded by the percent symbol (%). When you run the template, the program looks for these FillPoints and replaces them with the variable data.

In addition to creating simple FillPoints, you also can design dialogs that ask you for information or let you select items from a list. It’s possible to build a collection of clauses that can be inserted into the document. For example, you might have a library of different closings for letters. A Scripts plug-in has been added to the latest version of GhostFill. Using this feature, you can create separate GhostFill scripts, such as calculations or analysis, and store it outside the template.

One of the nicest features of the program is that you can use standard databases, such as those created in Microsoft Access or any open database connectivity (ODBC) compliant program, as the source of the variable information. In Version 4.1, the ODBC functionality has been enhanced and includes support for secure data connections. GhostFill also integrates with Microsoft Outlook.

The program has a Markup Wizard to lead you through the process of converting existing documents into templates. The Markup Wizard is a good way to get started with GhostFill. There is a Paragraph Wizard to let you create blocks of text that can be inserted or left out of documents depending on various conditions.

New to Version 4.1 is support for filling PDF forms. GhostFill can record information needed for a form and insert the necessary information into a PDF file that users can open in Adobe Acrobat Reader.

It took me a while to get used to the program, but the Explorer interface helped. GhostFill is a powerful document assembler, and in the hands of an experienced programmer, it could be made to perform some pretty amazing tasks.

It’s well priced at $199, plus you can download a full-featured trial version and check it out yourself before making a commitment.

GhostFill Technologies Inc.
(888) 368-6549
www.ghostfill.com

Price: $199 per user license; discount for
multiple licenses

Windows 95/98/Me/NT/2000/XP
Microsoft Office 97/2000/XP

Reviewed by Grace Suarez, a sole practitioner and knowledge management consultant.

Apr/May '02 Issue

PROS
The ability to pull information from external databases created in programs such as Microsoft Access.

CONS
Stores finished documents in the same directories as the templates.

VERDICT
I recommend the product for people who like the Windows Explorer interface and are looking for a powerful but relatively easy-to-use document assembler.