Export Module Data to Word | AseptSoft Documentation

AseptSoft can export your module's functional specification data to a professionally formatted Word document (.docx). The export produces a structured document containing tables for each data type — States, Fluids, Parameters, Variables, Alarms, Interlocks, Control Loops, and Dialogs — ready for sharing, review, or inclusion in qualification binders.

💡 When to use Word export: Choose Word when you need an editable, shareable document that stakeholders can review, annotate, and comment on without needing access to AseptSoft. Ideal for distributing functional specifications during design reviews, FAT/SAT documentation, or regulatory submissions.

🖱️ How to Access

Open your module in AseptSoft
Navigate to the Module Ribbon
In the Export panel, click the Word button (alongside the PDF and Excel buttons)

📋 The Export Dialog

When you click the Word button, the Export to Word Document dialog opens. Here you configure exactly what goes into the document.

📊 Data Types

The dialog shows a card for each data type. Toggle each one on or off to include or exclude it from the export.

Data Type	Description	Group By Options
⚙️ States	All process states with their properties (activation type, color, fluid response)	—
💧 Fluids	Fluid flow definitions used in simulations	None, Flow Type
📏 Parameters	Module parameters (setpoints, ranges)	None, Phenomenon
🔢 Variables	Module variables (runtime data points)	None, Phenomenon
🔔 Alarms	Safety alarm configurations	—
🔒 Interlocks	Interlock logic definitions	—
🔄 Control Loops	PID and control loop definitions	—
🖥️ Dialogs	HMI dialog definitions	—

🎛️ Per-Table Options

Each data type card offers these controls:

Option	What It Does
✅ Enable/Disable	Check or uncheck to include or exclude the entire table
🔀 Transpose	Swap rows and columns — useful when a table has many fields but few records
📂 Group By	For Fluids, Parameters, and Variables, you can group entries by a category (e.g., group parameters by Phenomenon)

📝 Field Selection and Reordering

Expand any data type card to see its field list. Each field (column) has:

A checkbox to include or exclude that column from the export
A drag handle — grab and drag to reorder columns in the output table
All / None buttons to quickly select or deselect all fields

💡 Tip: Drag the most important fields to the top for a cleaner report. Hide internal fields that stakeholders don't need to see.

📁 Export Path

At the bottom of the dialog, set where the document will be saved:

Choose the export folder using the path editor
Optionally set a custom subfolder name to organize exports by purpose or date

The document is saved as: [Export Folder]/Word/[Custom Name]/[Module Name] - Functional Specification.docx

💬 Export Comment

An optional comment field lets you add a note that is embedded in the Word document's properties. Use this for version notes, reviewer instructions, or any context you want included in the file metadata.

📄 The Exported Document

The generated Word document follows a clean, professional layout:

Document Structure

Section	Description
🏷️ Title	Module name and "Functional Specification" subtitle, centered
📋 Document Properties	Module version, exported by, export date, and your optional comment
📊 Data Tables	One table per selected data type, each with its own heading

Table Formatting

Element	Style
Header row	Blue background with white bold text
Data rows	Clean rows with borders between cells
Color columns	Columns containing color data display the actual color as the cell background
Font	Calibri throughout

💡 Color preview: If a data type includes color information (like State colors), the exported table shows the actual color as a cell background — making it easy to visually scan color assignments.

🔄 Cumulative Exports

Like all AseptSoft exports, the Word export is cumulative. If you export, then edit the document (add notes, formatting, extra content), and later re-export, AseptSoft merges updated data into your existing file while preserving your edits.

⚙️ Persistent Settings

Your export configuration — which tables are enabled, which fields are selected, field order, transpose and group-by choices — is saved per module. The next time you open the export dialog, your previous selections are restored.

🏭 Workflow: Creating a Functional Specification for Design Review

Here's a typical workflow for generating a functional specification document:

Open your module and ensure all States, Fluids, Parameters, and other data are up to date
Click Word in the Module Ribbon → Export panel
Enable the data types you want in the report (e.g., enable States, Parameters, Variables; disable Dialogs if not relevant)
Expand each card and reorder fields — drag the most important fields to the top, hide internal fields
For Parameters, set Group By → Phenomenon to organize parameters by measurement type
Add an export comment like "Draft for design review — Rev A"
Click Export — a progress bar shows the export advancing table by table
The document opens automatically — review it, add a cover page or any formatting, then share it with the review team
After receiving feedback, make changes in AseptSoft, then re-export — your cover page and formatting stay intact, only the data tables update

💊 Pharma Example: CIP Module Specification

For a CIP skid module, you might export:

Data Type	Why Include It	Group By
✅ States	Shows all valve states (Open, Closed, Throttling) with colors and fluid responses	—
✅ Fluids	Lists CIP Caustic, CIP Acid, WFI, and their flow types	Flow Type
✅ Parameters	Setpoints like temperature, concentration, flow rate — grouped by what they measure	Phenomenon
✅ Variables	Runtime data points (conductivity readings, timer counts)	Phenomenon
✅ Alarms	Safety alarms for temperature excursions, low flow conditions	—
✅ Interlocks	Safety interlocks preventing caustic flow without rinse completion	—
❌ Dialogs	Not needed for this specification	—

The resulting Word document becomes a self-contained functional specification ready for review by the process engineer, automation team, or quality department.

Export / Import — Overview of all export capabilities
Export / Import Module Data — Module data export hub
Module Data — The data types available for export
Module Ribbon — Where the Word export button is located
State — State definitions exported in the States table
Equipment Module — Equipment modules and their configurations