Exact Synergy Enterprise

Creating letters with Word Merge on single processes

Menu paths

• Modules ➔ Customers ➔ Reports ➔ Accounts ➔ Search
• Modules ➔ Customers ➔ Reports ➔ Contacts ➔ Search
• Modules ➔ Customers ➔ Reports ➔ Quotations ➔ 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 How-to: 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. By default, users with the General manager, HR, or 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. By default, 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 create a letter with Word Merge on single processes?

1. On the respective search page, define the search criteria, and then click Show.
2. Select the required account, contact, person, request, or project, and then click Create letter. Similarly, click Create letter on the Document: New page,
   Note: If you are accessing via quotation cards, click Generate Quotation.
3. On the Templates page, select the required template.
4. Under the Header section, type the subject matter of the letter at Subject.
5. At File name, define the name of the Microsoft Word file that will be generated for the single Word Merge process.
6. 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.
7. Select the Preview template link to view the selected template in Microsoft Word.
8. Click Create letter to start the Word Merge single merging process.
9. Upon successfully completing the process, the confirmation message, “Your letter 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.
10. Click Close to exit.

Keep in mind:

• All fields marked with the “!” icon are mandatory.
• If Synergy Office Integration is installed, the merged document will be automatically opened in Microsoft Word upon successfully completing the Word Merge process. If not, the system will prompt the user to either open or save the merged document.
  
• Depending on the template settings, you may or may not be able to edit certain fields, such as Subject and File name 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 How-to: Customizing and using Word Merge Reference number field.
• The error message, “Error: The letter could not be created.” will be displayed if the process fails or takes longer than 30 seconds.

The document that has been successfully merged will be displayed in a newly generated document in Exact Synergy Enterprise. You can download a copy of the document by clicking the Download button, or clicking the Edit with Word hyperlink to display the document in Synergy Office Integration.

Related documents

• Activating New Word Merge setting
• 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
• Setting and modifying access rights for Word Merge template groups and templates - Roles
• Creating letters with Word Merge on bulk processes
• Creating e-mails with Word Merge on bulk processes
• Creating letters with Word Merge on single processes
• How-to: Customizing and using Word Merge Reference number field
• Setting up documents
• Viewing Word Merge log report