Exact Synergy Enterprise

Creating mail merge for multiple recipients

Menu paths

HRM à Reports à People à Search
Customers à Reports à Accounts à Search

Introduction

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.

Roles & rights

To create a mail merge, function right 160 – Allows mail merge from resource search is required. Users with the General manager, HR, and HR assistant roles have this function right.
To create a mail 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 this function right.

Notes:

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

What version are you using?

The information in this document is based on product update 248.

How do I preview the mail merge?

On the Accounts: Search or HRM: Search – People page, define the search criteria.
Click Show.
Select all the check boxes if you are on the HRM: Search – People page.
Click Mail merge.
Define the fields.
Click Preview.

How do I print the mail merge?

On the Accounts: Search or HRM: Search – People page, define the search criteria.
Click Show.
Select all the check boxes if you are on the HRM: Search – People page.
Click Mail merge.
Define the fields.
Click Printable.

Keep in mind: The Printable button is unavailable if the Template (.dot, .dotx) is defined.

How do I send the mail merge by email?

On the Accounts: Search or HRM: Search – People page, define the search criteria.
Click Show.
Select all the check boxes if you are on the HRM: Search – People page.
Click Mail merge.
Define the fields.
Click Mail merge.

How do I clear the fields?

On the Accounts: Search or HRM: Search – People page, define the search criteria.
Click Show.
Select all the check boxes if you are on the HRM: Search – People page.
Click Mail merge.
Click Reset.

Buttons

Fields

Criteria section

Layout

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.

Subject

Type a suitable subject header for the e-mail that you will be sending out.

E-mail (To)

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.

Template (.dot, .dotx)

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.

Save: Documents

Select this check box to save each letter created as a document in Exact Synergy Enterprise.

Type

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.

Date

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.

Allow: Multiple

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.

Address: Type

Select the address type to use. This includes visiting, postal, delivery, and invoice addresses.

Sender section

Default, Person, Division

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.

Preview section

Person

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.

Account

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.