This page allows you to create multiple documents using mail merge. You can create documents to be sent to different parties using mail merge. With a mail merge, you do not need to recreate the same letter for different people. The system will automatically insert the relevant data, such as the company name and address, into the relevant slots in each letter.
Notes:
The information in this document is based on product update 248.
Keep in mind: The Printable button is unavailable if the Template (.dot, .dotx) is defined.
Click this for a preview of the mail merge. When this is clicked, the document will be created if the Save: Documents check box under the Criteria section is selected.
Click this to show the mail merge in a new window. The information sent to that window will be offered to the printer. When the computer has more than one printer installed, a message will be displayed to let you decide which printer to use. When this is clicked, the document will be created if the Save: Documents check box under the Criteria section is selected.
Note: This is unavailable when Template (.dot, .dotx) is defined.
Click this to send the mail merge by e-mail to the selected recipients. The results as well as the mail merge that was sent will be shown after the mails have been sent.
Click this to clear the defined criteria.
Click this to exit.
Type or select the document layout to be used for the mail merge. This is mandatory if Template (.dot, .dotx) is not defined.
Note: Only either Layout or Template (.dot, .dotx) can be defined at any one time.
Type a suitable subject header for the e-mail that you will be sending out.
Select the e-mail address to send the mail merge to.
Note: This is available only if Mail Merge is clicked on the account search results screen.
Select an MS Word template document to be used as a template for the mail merge. The template must already have been uploaded into Exact Synergy Enterprise.
Note: This is not available if the mail merge is created from Documents à Entry à Entry à Document: New/Mail merge. This function is available for mail merge to a single document only. The mail merge fields in the MS Word template are inserted from Exact Synergy Enterprise MS Word Add-in. Only either Layout or Template (.dot, .dotx) can be defined at any one time.
Select this check box to save each letter created as a document in Exact Synergy Enterprise.
Select the document type that the mail merge document should be saved as.
Note: This is available only if Mail merge is clicked on the people search results screen. This field can be selected only if Save: Documents is selected.
Type or select the date to indicate the reference date that certain payroll tags requires. Examples of these tags include [BACO_HR COMP.StartDate], [BACO_HR Comp.Qty], [BACO_HR COMP.Wage], [BACO_HR COMP.Bank], [BACO_HR Reference.Account], and [BACO_HR Reference.Employeer].
Note: This is available only if Mail merge is clicked on the people search results screen. The related payroll tags can only retrieve results for users with function right 153 – View restricted items in search. Users with the General manager, HR, or HR assistant role will have this function right.
Select this check box to be able to send multiple e-mails to the same person. If this is not selected, multiple e-mails destined for the same person will be consolidated and sent to the recipient as one e-mail.
Note: This is available only if Mail merge is clicked on the account search results screen.
Select the address type to use. This includes visiting, postal, delivery, and invoice addresses.
Select the relevant e-mail address of the sender to be used in the mail merge.
Default is specified on the Accounts: Settings page, accessed at Customers à Setup à Other à Settings. For more information, see Overview of account settings.
Person is specified on the HRM: Search - People page, accessed at HRM à Reports à People à Search. Click Show to search for a person and click on the corresponding person. For more information, see Viewing personal cards.
Division is specified on the HRM: Division page accessed at HRM à Setup à Organization à Divisions. Click Show to search for a division and click on the corresponding division. For more information, see Viewing division cards.
Note: In order to be able to select any of the above e-mail addresses, the division address must be filled in.
Type or select a person ID to be used in a sample of the mail merge. This is mandatory if you click Preview to view the sample.
Note: This is available only if Mail merge is clicked on the people search results screen.
Type or select an account code to be used in a sample of the mail merge. This is mandatory if you click Preview to view the sample.
Select a contact to be used in a sample of the mail merge. This is used if you click Preview to view the sample.
Note: This is available only if Mail merge is clicked on the account search results screen. This field can be defined after the Account field is defined.