Merge Document Categories

Mail Merge - Add a Category

Main Menu > Miscellaneous > Merge Documents-Summary

Applies to Form: Merge Document Summary

Before you can set up merge documents, you need to have merge categories on which to base the merge documents. If there is already a category that is based on the query you wish to use, there is no need to set up another category.

Adding a Merge Category

1. From the Main Menu, click on the Miscellaneous category.
2. Open the Merge Documents-Summary menu option.
3. Click on Add Category.
4. Enter a name for the new category and click OK.
5. Select the new category from the list on the left and click on the Configure... tab.
6. If the category is to be based on a stored query rather than a built in query, tick the Is this category based on a stored query checkbox.
7. Select the Query Name to use for that category.
8. Enter the the Data File Name this category will produce.
9. Specify the Module that uses this Category. Leave it blank if the category is applicable to multiple modules.
10. Optional. Enter a Category Description.
11. Specify which selection and filter tabs should appear for each merge document.
    1. Select by Name : This will show the entity name selection options.
    2. Subject Select : This will show the subject selection tab for selected people based on their subject or class enrolment.
    3. Billing Select : This will show the billing selection tab so that you can select people based on their billing details.
    4. Select by Behaviour : This will show the behaviour selection tab that lets you select students based on behaviour information.
    5. Select Address Type : This will show the address types tab so that you can choose the type of address that you would like to appear in the merge document.

       Certain merge queries use certain filter options

       Query Name	Filter Options
       MD_Address Details, MD_Address Details-Students, MD_EmailAndSMS, MD_HouseholdRepAddress-WithStudents, MD_Staff Details, MD_Student Details	Selected entity and Selected Address
       MD_AwardsComments	Selected entities, Selected Comment Codes, Comments filter
       MD_Enrolment Enquir	Tag field

12. Click Done to return to the Main Menu or continue on with creating a merge document.

NOTE: When creating a category for an email merge document it is important to understand which email field is used. If the query has an 'Email' field then it uses that. If not, it looks for a 'school_num' field and then looks up that person to see if they have a personal email (not a physical Address email). If not, then the person doesn't get emailed and should be ignored.