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Creating a mail merge document in Word

As standard, the system offers functionality to merge data from the system into a Word document. This function ("Word merge document") is available to Backoffice users who have been given permission to use this feature in their security group from either the Candidates or People list page bulk action menu or from the Candidate timeline page (as shown below).

How to create Word mail merge documents

This article explains how to create mail merge documents and include the relevant information from the system.

In order to insert merge fields into a Word document, please follow those steps.

e.g. in Word 2013 (earlier version will have a similar route to access the relevant sections):

1) Go to Insert > Quick Parts > Field...

2) On the pop up, select MergeField in the list on the left (choose Mail Merge from the Categories list to find this more easily)

3) In the Field name section please copy and paste the relevant merge field name, e.g. Candidate.Firstname. Merge field names are available in the Backoffice from the Mail merge page (Select candidate > Bulk action menu > Word merge document)

IMPORTANT: Merge fields in the Backoffice (e.g. for use in emails) have curly brackets and an exclamation mark, e.g. {!Candidate.Firstname}. These characters should be excluded when adding a merge field in Word, i.e. the Candidate.Firstname bit only, as shown below:

4) Click OK when done

5) The merge field has been created in the document

6) You can check by highlighting the field - it will turn dark grey, it will also have a chevron icons around the field

7) You can also edit an existing field by right-clicking the field and selecting Edit field... option

8) Once you've added all your merge fields, use Alt+F9 to trigger all the merge field codes to be displayed in full and check for any blank or incomplete/incorrect merge fields.

All merge fields should appear as follows, where Field.Name is the name of the actual merge field:

{ MERGEFIELD Field.Name \* MERGEFORMAT }

If you see anything that looks like the following, delete and re-add the merge field again if necessary:

  • { MERGEFIELD  \* MERGEFORMAT } - this is a blank merge field - no actual field name is displayed
  • { MERGEFIELD "Field.Name" } - this is an incomplete/incorrect merge field (there should be no quotes and it's missing the \* MERGEFORMAT from the end)

9) Finally, before uploading your merge doc to the system via self-service and advising the Support team that you want the new doc enabled as a mail merge template, it is important to test it first. To test your new document, do as follows:

  • Save the document to your PC
  • Select a candidate in the system and choose Word merge document in the Bulk action menu (see the screenshot in 3 above)
  • Enter a reference in the pop-up and select an identity
  • Choose and upload your file (from your desktop) and click Save
  • If the document merges as expected and there are no errors, then you're good to go - raise a Support ticket in your system to request that your new document be enabled as a mail merge template.

Below is an example of a mail merge document with few basic merge fields from the Backoffice:

 

After merging, the information will be merged from the Backoffice and display as follows:

 

Note on using Word mail merge documents as email attachments

It is also possible to attach Word mail merge documents to emails sent from the system, however there is currently a limitation. When attached to an email, the Word mail merge document will only merge fields which are also included in either the subject or body of the email, so ensure that you compose your email appropriately to include the required fields.

 

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