Document Merge

Owned by Julie Doyle-Whitelock (Deactivated)
Last updated: Feb 17, 2019
4 min read

Mail merge is a software function describing the production of multiple (and potentially large numbers of) documents from a single template form and a structured data source (in this case the Framework ECM database). This helps to create personalised and standardised letters and pre-addressed envelopes or mailing labels for mass mailings from a word processing document. The document will contain fixed text, which will be the same in each output document, and variables, which act as placeholders that are replaced by text from the data source. When the mail merge is run (from Framework ECM), the word processing system creates an output document for each row in the database, using the fixed text exactly as it appears in the template, but substituting the data variables in the template with the values from the matching columns.

Documents are first created in Microsoft Word (Office XP, Office XP 2003, and Office 2007) and then added to Framework through the Administration module. The documents are then made available for use in Framework ECM.

Benefits Of Document Merge

Document merge functionality has been included in Framework to provide users with the ability to quickly generate and print a form letter for a client. Unlike forms or letters created in other systems (such as Crystal Reports), the Document merge functionality provides the flexibility to make ad hoc changes to an original document on-site by the client. Using Document merge also provides significant time and cost savings for administration staff and your clients will receive a personalised and standardised professional looking document. Additionally, Framework ECM automatically generates an historical record for the Document merge document created for and sent to a client.

What To Do

Planning

Prior to implementing into Framework ECM, it is worth considering all correspondence and letters that are currently prepared for clients that can be set up as Document merge documents within Framework ECM.

Examples of letters and forms that can be set up as Document merge documents are:

  • Introduction
  • Document Signing Appointment (i.e., Tender, Contract, etc.)
  • Permit Application
  • Site Start
  • Final Inspection
  • Christmas and New Year Closure
  • Christmas Cards Mailing Label.

Implementation

All Document merge documents need to be created outside of Framework ECM and then set up in Framework ECM. The following information refers to the use of Microsoft Word as the application used for creating Document merge documents.

Creating A Merge Document

Creating Document merge documents in Framework requires two files:

  • The document to be merged
  • The Merge Test (mergeTest.doc) document (this is available in the MailMerge folder of your Framework setup).

The document to be merged is simply the letter or form to be included in Framework ECM. The Merge Test document is a document that contains all of the Framework ECM fields that can be included in a merge document.

Example

Let's say your letter begins with Dear John Smith. Instead of creating multiple copies of the same document (for each client), you can use the Merge Test document to insert Framework ECM fields to replace certain text. In the example of Dear John Smith, the Merge Test document contains the field «sUserName» (sourced from Framework ECM). Instead of writing Dear John Smith, simply replace John Smith with the field «sUserName» and each time the document is created from within Framework ECM, Document merge will automatically merge the data field (in this case the client's name) into the exported document.

The process for implementing a merge document into Framework ECM involves:

  1. Create the Merge document in Microsoft Word.
  2. Insert the Framework ECM merge fields into the document to be mail merged.
  3. Adding the letter to Framework ECM.
  4. Creating the document to be exported using Framework ECM.

Create The Merge Document In Microsoft Word

  1. Open Microsoft Word.
  2. Start a new document.
    OR
    Edit a current merge document.
  3. Once completed, save and close the document.

Insert Framework Merge Fields Into The Merge Document

  1. Select the position for the new merge field in the document.

  2. Open the MergeTest.doc document. This document lists all of the merge fields available to be inserted into the merge document.

    The list of valid Framework ECM merge fields can be found in the Microsoft Word document called mergeTest.doc. Only the fields listed in this document can be used as Framework ECM will not recognise any other merge fields. It is possible to copy the required fields (individually) and paste them into the document using the following instructions.
  3. Copy the merge field (e.g., «sUserName»).
  4. Switch back to the merge document.

  5. Paste the field into the merge document.

    Repeat Steps 4 - 8 until all of the required fields have been inserted into the merge document.

  6. Save the document.
  7. Close Microsoft Word.
It is recommended that the Merge documents be stored in a single logical place on the network. For Framework ECM to locate the files, their location needs to be recorded in the System Configuration dialog (in Framework ECM: Help > Configuration).

Adding The Merge Document Into Framework

When the document has been completed, it must be added to the list of existing documents in Framework ECM's Administration Module before it can be used to send merged documents to clients. 

Creating A Merge Within Framework

After the document has been added to Framework ECM it should be tested to ensure that the merge fields correctly source the information.

Ongoing Management

To ensure that you have the most up to date letters and forms set up as merge documents, it is recommended that merge documents are reviewed periodically with documents being added or made inactive as required.

Frequently Asked Questions

I Just Got A Message That My Merge Document Could Not Be Found.

Check that the location of the MailMerge folder is recorded correctly in the System Configuration dialog. If there has been a change on the network, the location path may no longer be valid. Another reason may be that the document has changed name or been moved. For either of these instances, contact your System Administrator.