Efficient way to generate work instructions with slight variations? 1

[caltrop18]

Our manufacturing instructions often have slight variations for each product produced (different page headers, a few changes to part numbers, some pages omitted). However, the majority of the content is the same. Currently, each instruction is maintained as a separate powerpoint file, and a revision means redlining and updating each file individually. Since so much content is the same, this seems extremely inefficient.

Can anyone offer suggested improvements? I'd accept anything, from powerpoint tips to completely different documentation systems. My ideal would be a way to make a "master" document which then generates the specific work instructions (the picture-and-text equivalent of master modeling in CAD, if you will).

I appreciate any thoughts and suggestions. Many thanks!

 

[jotunn]

Mail merge using word and excel?

 

[caltrop18]

Mail merge is certainly close to what I'm looking for. I may have to get clever when it comes to things like leaving out entire pages of instructions, but I'll certainly look further into it. Thanks!

 

[3DDave]

How slight? How does one identify the required variation? That's the place to start.

Your problem will be proving that the correct variation is going to be created. With the current system someone was on the hook to review it, but if it is automatic that review is less direct. So one needs to first establish a bullet-proof way of ensuring one can go from desired variation to instruction set.

 

[SwinnyGG]

I've done this before using a single master pdf document in Bluebeam which contains all possible variant pages; when you need to change something, you can easily make your change and then run off multiple versions by printing various sets of pages to PDF from the master document.

This is better than having individual powerpoint documents to edit.. but may or may not work for you depending on exactly how many variants you're talking about.

The printing of individual sets is relatively easy to accomplish using a macro.

 

[IRstuff]

Note that this approach requires scrupulous configuration management. Most likely, the cleanest approach would be some sort of VBA macro that allows you to select a configuration from a drop-down menu and the macro then "builds" the document. ANY manual approach will invariably result in something being left out, an incorrect inclusion, or too many inclusions.

Doesn't necessarily have to be VBA, but that's also probably the cleanest approach; I could see someone possibly using Python, but that would still require extensive knowledge of how to build a document in Word

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[geesamand]

There is software for making instruction manuals where the content is written in 'chunks' and merged together as you view and use the document. It's called structured authoring. Of course that allows you to keep the alike content perfectly alike at all times.

Sorry I don't have more specific recommendations, I was unable to get it started at my company for my need.

David

 

[3DDave]

HI Jacob Henry - nice plagiarism:

https://www.beekeeper.io/blog/work-instructions/

Is this a new job - flooding this website with stolen material?