I have an Excel file that I use as a database with the dates of the time when my company does the maintenance of our electronics tools (we work in an industry that uses them a lot, we have around 200 in an Excel file).

So the documents look as follows. They are next to each other; I divided it here in order to fit it to word’s format (it’s in Spanish, there’s no need for you to understand what it says anyway):
277 VERIFICACIÓN
IT CÓDIGO NOMBRE FREC. ÚLTIMA PRÓXIMA ALARMA
PATRONES DIMENSIONALES
1 PD-01 Jeringa graduada 12 01-12-2004 01-12-2005
2 PD-02 Juego de bloques de acero 12 01-11-2004 01-11-2005
CALIBRACIÓN
FREC. ÚLTIMA PRÓXIMA ALARMA

36 01-03-2003 01-03-2006
36 01-09-2005 01-09-2008


We do the maintenance of our equipment (each one with a code like PT-01) and we change the date of the next maintenance. “Ultima” means the last maintenance and “Proxima”, the next one.
After we change these dates, we need to go to another file that is on Word (that I could migrate to Excel if there’s need to do it) and we need to enter some info there. We do this manually now.
Let me show it for you. The document is larger than this, I’m just posting the last section only, with the info we need to change:

NOVEDADES PERIÓDICAS
FECHA DESCRIPCION RESULTADO PROXIMA REALIZO
CALIB VERIF
07/05 Calibración 07/05 -
























So we enter the info on the next blank line about the maintenance that was just done.

On the “Fecha” (date) we write the date of the current maintenance, the one we just did.
On “descripción” if it was a “Verificación” or a “Calibración” (two different kinds of maintenance, not all the items need them both).
On result, if it was OK or not, I want to leave it blank on the automated system anyway because we always need to write it in hand.
On “próxima – calib or verif” is the date of the next “Verificación” or “Calibración”.
That I need to be written automatically. If there’s only one type of test being done, I need the other one to get a “-“ sign.
In “realizó” goes who did the work; we are going to write that by hand.

So what I require is some automated way of inserting in the second file (currently in Word, if it needs to be changed to Excel, that can be done) the info that was written to the first one.
Let’s say I do a “calibración” (one of the two possible types of maintenance) and change the dates on the first file, I need it to be reflected automatically on the second file, by inserting the info on the next empty line.
The info I need to be inserted automatically is the one corresponding to the “Fecha” (current date), description (saying if it was either a verificacion or a calibracion) and the date of the next maintenance.
I used a color system to show you the info that needs to be connected between both files. The system should identify if it was a verificacion or calibracion automatically.


Thanks a lot for reading all this, I know this a big favour I’m asking for and I’m greatly thankful.