Exact Synergy Enterprise

Creating e-mails 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 send an e-mail 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 documents 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 250.

How do I send an e-mail using Word Merge on bulk processes?

On the respective search page, define the search criteria, and then click Show.
Click Create email.
On the Templates page, select the required template.
Under the Header section, type the subject matter of the e-mail at Subject.
At From, select the sender’s email.
At To, select the intended recipients.
Select the Save a copy check box to save a copy of the e-mail as a document in Exact Synergy Enterprise.
Select the Limit to one email per email address check box to send one e-mail to a single address.
Under the Attachments section, at Document, select a document to be attached to the email, if any.
The fields in the Content section cannot be modified. Below the Content section, you can select the check boxes next to the data to be used in the merge process. By default, all data listed are selected.
Select the Preview template link to view the selected template in Microsoft Word.
Click Send email to start the Word Merge bulk merging process.
Upon successfully completing the process, the confirmation message, “The emails are being generated. A task will appear in your workflow, when the emails have been sent. 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.
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 certain fields, such as Subject, From, and To 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 Customizing and using Word Merge Reference number field.
The merged documents will be linked to the respective cards according to the selected recipients.

Buttons

Fields

Header section

Subject

Type a subject for the merged document. This is mandatory.

From

Select the options for sender’s email based on the following options:

Default email – Select this option to use the default e-mail address.
Person email – Select this option to use the person e-mail address. This e-mail address must be predefined in the personal card.
Division email – Select this option to use the division e-mail address. This e-mail address must be predefined in the HRM organization setup.

To

Select the options for the intended recipients based on the following options:

Account – Select this option to send an e-mail to the selected accounts.
Contact (Main) – Select this option to send an e-mail to the main contact of selected accounts.
Contact (Selected) – Select this option to send an e-mail to the selected contact of selected accounts.
Contact (All) – Select this option to send an e-mail to all contacts of selected accounts.
Person – Select this option to send an e-mail to selected person or people.
Contact (Request) - Select this option to send an e-mail to the selected requests in your workflow.

Note: The availability of these options varies, depending on the respective search page which you are accessing from, to send the e-mails.

Save a copy

Select this check box to save a copy as a document in Exact Synergy Enterprise.

Limit to one email per email address

Select this check box to send one e-mail to a single address.

Attachments section

Document

Select a document to attach this document to the e-mail.

Content section

Template

Select a template to be used in the merge process. The Word Merge templates available in this browser are based on the module, the roles and security level of the users. For more information, see 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, and Setting and modifying access rights for Word Merge template groups and templates - Roles.

Preview template

Click this to preview the template in Microsoft Word.