Exact Synergy Enterprise

Creating and modifying Word Merge schemas

Menu path

Documents à Setup à Word Merge à Schemas

Introduction

The new Word Merge application offers a wide range of improvements over the current merge functionality. With this new application, users require a Word Merge file, which contains XML definitions of available fields in Exact Synergy Enterprise known as a schema. Word Merge allows users to create schema groups and schemas based on built-in schemas in Exact Synergy Enterprise and save them in the system.

Upon creating schemas, users can set access rights to limit who can use the schemas based on roles and people.

Roles and rights

To view, create, and modify schemas, function right 897 – Maintain Word Merge or 898 – Allow to create Word Merge templates is required. Users with the Documents administrator role have these function rights.

Notes:

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

What version are you using?

The information in this document is based on product update 250.

How do I create a schema?

1. On the Word Merge schema page, click Schema: New.
2. On the Word Merge: Schema - New page, define the relevant fields.
3. Click Save to save the settings or Save + New to save the settings and create another schema.

Keep in mind: All fields with the “!” icon are mandatory.

How do I modify a schema?

1. On the Word Merge schema page, click  to expand the related schema group.
2. Click the required schema.
3. On Word Merge: Schema page, modify the relevant fields.
4. Click Save to save the settings.

Keep in mind:

• If you did not define a mandatory field and clicked Save or an error was encountered while saving, the Schema field will be automatically cleared and you must select the Word Merge schema again. This is a browser default functionality.
• Users can also download the schema XML file in the edit mode by clicking Download.
• Users can differentiate between system and user-defined schemas from the icons next to the schemas on the Word Merge schema page. The  icon indicates a system-defined schema, while the  icon indicates a user-defined schema.

How do I download and modify the WordMergeSchema.General.xml file?

1. On the Word Merge schema page, locate the General schema group and click to expand it.
2. Click the General schema.
3. On the Word Merge: Schema page, click Download.
4. The browser will display a message to prompt the user to either save or open the WordMergeSchema.General.xml file.
5. Click Save.
6. Locate the saved WordMergeSchema.General.xml file and modify it with an XML editor.
7. Save the modified file and it can be uploaded using the Schema field when creating a schema.

Keep in mind: When modifying the WordMergeSchema.General.xml file, users have to ensure all tags are properly closed or removed to avoid encountering errors during creation of schemas. When removing a parent tag, all child tags will have to be removed as well.

How do I set access rights to a schema based on roles?

1. On the Word Merge schema page, click  to expand the related schema group.
2. Click the required schema.
3. On the selected schema page, click the Roles tab.
4. Click New.
5. On the Role: Schema page, define the relevant fields.
6. Click Save to save the settings or click Save + New to save the settings and add another role. For more information, see Setting and modifying access rights for Word Merge schema groups and schemas - Roles.

Keep in mind: The New button will be disabled if the Inherit security from the group check box is selected. Clear the check box and save the settings. Access the schema again, and the New button will be enabled for the Roles tab.

How do I set access rights to a schema based on people?

1. On the Word Merge schema page, click  to expand the related schema group.
2. Click the required schema.
3. On the selected schema page, click the People tab.
4. Click New.
5. On the Person: Schema page, define the relevant fields.
6. Click Save to save the settings or click Save + New to save the settings and add another role. For more information, see Setting and modifying access rights for Word Merge schema groups and schemas - People.

How do I delete a schema?

1. On the Word Merge schema page, click  to expand the related schema group.
2. Click the required schema.
3. On the selected schema page, click Delete.
4. A confirmation message, "Are you sure that you want to delete this record?" will be displayed. Click OK.

Keep in mind: Users are only allowed to delete user-defined schemas.

Related documents

• Activating New Word Merge setting
• Creating and modifying Word Merge schema groups
• Extending the Word Merge schema
• Creating emails with Word Merge on single processes
• Creating letters with Word Merge on single processes
• Exact video library
• How-to: Creating Word Merge templates from Word Merge schemas
• How-to: Installing Exact Word Merge Integrator
• How-to: Installing XML Mapping Task Pane for Microsoft Word 2007 or 2010
• Overview of Word Merge schema groups and schemas
• Setting and modifying access rights for Word Merge schema groups and schemas - People
• Setting and modifying access rights for Word Merge schema groups and schemas - Roles