There are several ways to insert records:

  • Insert Full

  • Insert Selected

  • Insert Short Answer

Application Selector

The PMAPS Application Selector facilitates usage of content by allowing the user to choose formatting options, as well as insert into any saved Microsoft Office document that is open.

1.   Under Insert Into Selected Application, select a formatting option. These options use Microsoft Word paste commands. Following are definitions of each option, as defined by Microsoft®. We recommend Use Destination Styles when using custom style names or when the Microsoft default styles have been modified to the user's company branding guidelines.

  • Keep Source Formatting—This option retains the look of the copied text by assigning the Normal style to the text and applying direct formatting. Direct formatting includes characteristics such as font size, italics, or other formatting to mimic the style definition of the copied text.

  • Use Destination Styles—This option retains the style name that is associated with the copied text, but it uses the style definition of the document where the text is being inserted. For example, you copy Heading 1 text from one document to another. In one document, Heading 1 is defined as Arial bold, 14-point, and in the document where you are pasting the text, Heading 1 is defined as Cambria bold, 16-point. When you use the Use Destination Styles option, the pasted text uses Heading 1 style, Cambria bold, 16-point.

  • Match Destination Formatting—This option discards the style definition and most formatting that was applied directly to the copied text, but it retains formatting that is considered emphasis, such as bold and italic, when it is applied to only a portion of the selection. The text takes on the style definition in the document where it is being pasted.

  • Define Formatting—Brings up a window that allows the user to define the font, size, color, and other formatting options including indentation. If you choose this option you will have to make selections on every insert.

  • Kept Text Only—This option discards all formatting and non-text elements such as pictures or tables. The text takes on the style characteristics of the paragraph where it is inserted and takes on any direct formatting or character style properties of text that immediately precedes the cursor when the text is pasted. Graphical elements are discarded, and tables are converted to a series of paragraphs.
2.   If desired, check the box to remember the selected application. This option saves a huge amount of time when working on the same document for multiple answers.

3.   Choose the Active Application as the destination for the insert. This can be any saved Microsoft Office document that is open on the computer. To refresh the application selector because you have opened other documents, close the viewer and repeat the insert.

4.   Ensure that the cursor is where the content should be inserted.

5.   Click the Insert icon.

Insert Full

1.   Select the answer, click the Insert drop down and choose Insert Full.

Insert Selected Text

1.   Select the answer to use.

2.   Click Show Preview to expand the preview window (if not open).

3.   Select the text to insert, click the Insert drop down and choose Insert Selected.

Insert Short Answer

This option is only available if the Short Answer tab is populated for the content record selected.

1.   Select the record that contains the Short Answer to use, and then click Insert Short Answer.


Use the Copy to Clipboard option from the Application Selector to copy the short answer to your clipboard and paste it into a web form.


The Found option allows the user to add record usage without using any of the insert options.

1.   Select the record that contains the content used, click the Insert menu and then click Found.

Insert from Document

1.   View the record that contains the content to use.

2.   Click the icon for the insert type (Insert Full, Insert Selected, Insert Short Answer, Found).

  • To insert the entire answer, click the Insert Full button.

  • To insert a selected portion of the answer, click the Insert Selected Text button.

  • To insert the short answer, click the Insert Short Answer button.

  • To "use" the record, click the Mark Document as 'Found' button.

Insert Word Replacements

The Run Word Replacements feature works in any document that open from the Proposals home page when using Insert Full or Insert Selected Text. Codes are replaced with the corresponding field data or text upon insertion. The code replacement list is managed by the administrator.

1.   Select the record from the Results, click the Open menu and choose Edit Document. If you do not see the Edit Document option, you do not have permission to edit content records.

2.   Delete the text to replace with a code or place your cursor where you'd like to insert the code.

3.         Make sure your cursor is where the code goes and then click the Insert Word Replacements icon.

4.   Select the appropriate code, and then click Insert.

5.   Review the text to ensure the spacing and formatting are as desired, and then click Save.

6. Close the record.