This screen allows you to create a 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 the letter.
To create a mail merge, function right 160 – Allows mail merge from resource search is required. By default, users with the General manager, HR and HR assistant roles have this function right.
For more details on what you can do with function rights or levels, go to System/Setup/Security/Function rights, select the required module, and then click on the relevant ID. To find out the functions you can perform with a particular role, go to System/Setup/Security/Roles, type in the description, click Refresh, and then click the required link under the Role column.
Click this for a preview of the mail merge. When this is clicked, no document will be created even though 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 then one printer installed, a message will be displayed to let you decide which printer to use. When this is clicked, no document will be created even though 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 search result 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 e-Synergy.
Note: This is not available if the mail merge is created from Documents/Entry/Entry/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 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 in the Accounts: Settings screen accessed at Customers/Setup/Other/Settings. For more information, see Overview of Account Settings.
Person is specified in the HRM: Person screen accessed at HRM/Report/People/Search, click Show to search for a person and click on the corresponding person. For more information, see Viewing Personal Cards.
Division is specified in the HRM: Division screen accessed at HRM/Setup/Organization/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 the relevant information if the field is blank. This section helps in defining the correct data to be used in the mail merge document. It shows the related information of the mail merge such as the account involved, person who created the mail merge, or the project the mail merge is related to. The information will already be pre-filled if, for example, the mail merge was created from an account card or project.
Note: This is available only if a single Mail merge is clicked on the document creation screen. The fields selected are used only if the respective mail merge tags are used in the mail merge layout specified in Criteria section. For more information on creating mail merge layouts, see Creating and Modifying Mail Merge Layouts.
Select the relevant check boxes and then type or select the information to be included in the mail merge. This determines the recipients of the mail merge. At least one field must be defined.
If the information is already available, the fields will already be pre-filled. For example, when the mail merge is started from a request and the request contains information of the account or person, the person and account fields will already be filled. Click a check box to select or clear the option, as required.
Note: This section is available only if a mail merge is sent to a single contact only. The Contact and Reseller fields can be defined only after defining the Account field. The Reseller field is not available if Mail merge is clicked on the individual person screen.