Exact Synergy Enterprise

Creating e-mails with Word Merge on single processes

Menu paths

Modules ? Customers ? Reports ? Accounts ? Search
Modules ? Customers ? Reports ? Contacts ? Search
Modules ? HRM ? Reports ? People ? Search
Modules ? Workflow ? Reports ? Requests ? Search
Modules ? Documents ? Entry ? Entry ? Document: New
Modules ? Projects ? Reports ? Search ? Projects

Introduction

Exact Word Merge offers a wide range of improvements over the mail merge functionality. It provides users with the convenience to create letters or send e-mails using the Word Merge process. The Word Merge services runs entirely at the server side and any request for a merge task will be picked up and processed immediately. To be able to perform Word Merge, a Word Merge template document must be created and the New Word Merge check box selected on the Documents: Settings page. For more information, see Creating Word Merge templates from Word Merge schemas and Setting up documents.

Roles and rights

To perform Word Merge, function rights 160 — Allows mail merge from resource search and 194 — Shows mail merge button in resource dossier are required. Users with the General manager, HR, and HR assistant roles have these function rights.
To perform Word Merge from account search, function right 200 — Allows to export account data from search results or 275 — Allows batch updates of accounts is required. Users with the Marketing manager role have these function rights.

Note:

For more details on function rights, go to Modules ? System ? Setup ? Security ? Function rights.
For more details on roles, go to Modules ? System ? Setup ? Security ? Roles.

What version are you using?

The information in this document is applicable to product update 261 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I send an e-mail with Word Merge on single processes?

On the respective search page, define the search criteria, and then click Show.
Select the required account, contact, person, request, or project, and then click Create email. Similarly, click Create email on the Document: New page.
On the Templates page, select the required template.
Under the Header section, type the subject matter of the e-mail at Subject.
At File name, define the name of the Microsoft Word file that will be generated for the single Word Merge process.
At From, select the sender’s e-mail.
At To, select the intended recipient.
Select the Save a copy check box to save a copy of the e-mail as a document in Exact Synergy Enterprise.
Under the Attachments section at Document, type or select a document to be attached to the e-mail, if any.
Under the Content section, define the required fields which will contain the data to be used in the merge process.
Note: By default, certain fields are automatically defined.
Select the Preview template link to view the selected template in Microsoft Word.
Click Send email to start the Word Merge single merging process.
Upon successfully completing the process, the confirmation message, “Your email has been sent and is saved to Synergy. Document number: XX.XXX.XXX” will be displayed. Click the hyperlink to display the Word Merge: Log page. Alternatively, you can directly view the status of the merging process on Word Merge: Log page. For more information, see Viewing Word Merge log report.
Click Close to exit.

Keep in mind:

All fields marked with the “!” icon are mandatory.
Depending on the template settings, you may or may not be able to edit certain fields, such as Subject, From, and To as these fields may contain pre-filled values. The settings also determine if the current merging supports the Reference number feature. For more information, see Creating and modifying Word Merge templates and Customizing and using Word Merge Reference number field.
The error message, “Error: The email could not be sent.” will be displayed if the process fails or takes longer than 30 seconds.

Buttons

Fields

Header section

Subject

Type a subject for the merged document. This is mandatory.

File name

Type a name for the Microsoft Word file, which will be generated for the single Word Merge process.

Note:

This is automatically filled with the file name that you have defined in the Word Merge template settings.
This is enabled if you have selected the Editable check box next to the File name field in the Word Merge template settings. For more information, see Setting up documents.

From

Select the relevant option for sender’s e-mail based on the following options:

Default email – Select this option to use the default e-mail address.
Person email – Select this option to use the person e-mail address. This e-mail address must be predefined in the personal card.
Division email – Select this option to use the division e-mail address. This e-mail address must be predefined in the HRM organization setup.

To

Select the respective check box of a recipient to send the e-mail to the selected recipient. If the check box is not selected, no e-mail will be sent.

Account — Type or select an account at Account, and then select the check box next to the Account to send an e-mail to the selected account. These options will be automatically defined if you accessed the Word Merge: Send email page from an account card or a contact card.
Contact — Select a contact to send an e-mail to selected contact. This field will be automatically defined if you accessed the Word Merge: Send email page from a contact card.
Reseller — Select a reseller to send an e-mail to selected reseller. This option will not be displayed if you accessed the Word Merge: Send email page from a person card.
Person — Type or select a person ID to send an e-mail to selected person. This field will be automatically defined if you accessed the Word: Merge: Send email page from a person card.
Account manager — Type or select an account manager at Account manager, and then select the check box next to the Account manager to send an e-mail to the selected account manager. These options are available if you accessed the Word: Merge: Send email page from a project card.
Project manager — Type or select a project manager at Project manager, and then select the check box next to the Project manager to send an e-mail to the selected project manager based on end date of the project. These options are available if you accessed the Word: Merge: Send email page from a project card.
Project members — Select this check box to send an e-mail to the active project members. This option is available if you accessed the Word: Merge: Send email page from a project card.

Note: The availability of these options varies, depending on the respective cards you are accessing from, to send the e-mails.

Save a copy

Select this check box to create a copy of the merged document in Exact Synergy Enterprise.

Attachments section

Document

Type or select a document to attach this document to the e-mail.

Content section

Template

Select a template to be used in the merge process. The Word Merge templates available in this browser are based on the module, the roles and security level of the users. For more information, see Creating and modifying Word Merge templates, Creating and modifying Word Merge template groups, Setting and modifying access rights for Word Merge template groups and templates - People, and Setting and modifying access rights for Word Merge template groups and templates - Roles.

Preview template

Click this to preview the template in Microsoft Word.

Account

Type or select an account to be used in the merge process.

Note: This field will be automatically defined if you accessed the Word Merge: Create letter page from an account or contact card.

Contact

Select a contact to be used in the merge process.

Note: This field will be automatically defined if you accessed the Word Merge: Create letter page from a contact card.

Person

Type or select a person ID to be used in the merge process.

Note: This field will be automatically defined if you accessed the Word Merge: Create letter page from a person card.

Request

Select a request to be used in the merge process.

Note: This field will be automatically defined if you accessed the Word Merge: Create letter page from a request page.

Project

Type or select a project to be used in the merge process.

Note: This field will be automatically defined if you accessed the Word Merge: Create letter page from a project card.

Quotation number

Select a quotation number to be used in the merge process.

Note: This field will be automatically defined if you accessed the Word Merge: Create letter page from a quotation card.