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Merge Document is the process by which information stored in a database, such as names and addresses, are inserted into a standard document to produce multiple personalised copies. When the merge command is executed, the word processor (e.g., Microsoft Word) automatically generates the selected document by replacing the field markers with the relevant data from the selected job.

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Note

For more detail on managing this process, see Document Merge in Best Practices.

Merging A Document

The recipients of a merge document can include the current client, all clients, an existing client list, or a new client list.

  1. Click New. The Select Merge Document Communication Template dialog will be displayed.

  2. Select the required options, including the documentation type.

  3. From the Documents list, select the document to be merged.

  4. Click OK. Depending on merge recipients selected, one of the following dialogs will be displayed.

    • Bulk MME Document dialog

    • Select Existing MME Criteria Profile dialog followed by Confirm MME Recipients dialog.

    • Standard Criteria dialog.

  5. Enter or edit the required details.

  6. Click OK. The merged document will be opened in the correct application.

Select Merge Document Communication Template Dialog

This dialog is used to select a merge document or documents to send to a client or entity.

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Select Options Group

Field

Description

Create Job Comment?

Will selecting a merge/export document create a job comment?

  • Yes (default): A job comment will be created in the Comments list of the Comment Overview screen 

  • No: A job comment will not be created.

Create History Record?

Will selecting a merge/export document create a history record?

  • Yes (default): A history record will be created. A record will be created in the Document Merge/Export History list on the Job Merge Document History screen

  • No: A history record will not be created.

Merge Recipients

Recipients of the merge document. Standard selections include: 

  • Current Client: Creates a merge document for the currently selected client.

  • All Clients: Creates a merge document for all clients.

Example: End of Year Letter, Change of Business Contact Details, etc.

  • Select Existing MME Criteria: Creates a merge document for an existing list of clients. Once a document is selected, opens the Select Existing MME Criteria Profile dialog

  • Create New MME Criteria: Creates a merge document for new list of clients. Once a document is selected, opens the Standard Criteria dialog.

Document Groups Tree

The Document Groups tree contains the folder locations for the merge documents. Expand or select a document group to view the merge documents available. When a group is selected, the Documents list will update.

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The Documents list displays the available merge documents for a selected document group. Using this list, select the document to be merged.

Column

Description

#

Profile number of the merge document.

Type

Type of merge document.

Name

Name of the merge document

Bulk MME Document Dialog 

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MME Criteria Profiles List

Column

Description

#

Profile number of the mail merge export criteria.

Name

Name of the mail merge export criteria profile.

Notes

Notes associated with the mail merge export criteria profile.


Note

For detail on merging templates with Email or SMS see Comments - Comment, SMS, Email.