Exact Synergy Enterprise

Creating letters with Word Merge on bulk processes

Menu paths

• Customers à Reports à Accounts à Search
• Customers à Reports à Contacts à Search
• HRM à Reports à People à Search
• Workflow à Reports à Requests à Search

Introduction

You can create a letter to multiple recipients based on accounts, contacts, requests and people search results. Depending on your role and security right level, you can select a template group and merge the document to send to multiple recipients. 

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. Users with the General manager, HR, and HR assistant roles have these function rights.
• To perform Word Merge from accounts 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 these function rights.

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 252.

How do I create a letter using Word Merge on bulk processes? 

1. On the respective search page, define the search criteria, and then click Show.

2. Click Create letter.

3. Select the required template.

4. Under the Header section, type the subject matter of the letter at Subject.

5. The fields in the Content section cannot be modified. Below the Content section, you can select the required check boxes next to the data to be used in the merge process. By default, all data listed are selected.

6. Select the Preview template link to view the selected template in Microsoft Word.

7. Click Create letter to start the Word Merge bulk merging process.

8. Upon successfully completing the process, the confirmation message, “The letters are being generated. A task will appear in your workflow, when the letters are ready to be printed. You can check the status at: 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.

9. Click Close to exit.

Keep in mind:

• All fields marked with the “!” icon are mandatory.
• Depending on the template settings, you may or may not be able to edit the Subject field as this field may contain a pre-filled value. The settings also determine if the current merging supports the Reference number feature.  For more information, see Creating and modifying Word Merge templates and Customizing and using Word Merge Reference number field.
• The merged document will be linked to the respective cards according to the selected recipients.

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 e-mails with Word Merge on bulk processes
• Creating e-mails with Word Merge on single processes
• Creating letters with Word Merge on single processes
• Customizing and using Word Merge Reference number field
• Viewing Word Merge log report
• Exact video library
• Setting up documents