Running a Mail Merge

Running a Mail Merge

InfoThis article is part of the Mail Merge section.

Find all related articles here:
Mail Merge
 
Alert
Before starting a mail merge, make sure the template is closed.

Info
Here, we've covered how to prepare a mail merge. Now, let's focus on running it.

To run a mail merge, follow these steps:

You can run mail merges in two ways:
  1. Send the communication by post and/or email.
  2. Generate the documents without sending them, and make them available in the Web Portal if desired.

Idea
Before generating or sending the documents, you might find the Preview PDF and Use Ad-Hoc Template options useful, as described here.

Sending the Communication


Alert
If you use an external printing service, please follow this article for instructions on how to send your communication to the provider.
  1.  Click Print/Send:



  2. A window will pop up where you can attach additional files to your communication:
    1. To continue without adding files, click OK.
    2. If you do want to attach files:
      1. To attach a file, click Add.
      2. To remove a file, click Remove.
      3. When done, click OK.


  1. A progress bar will appear:


  1. A pop-up message will appear. Do not click OK yet:



  2. The Word template opens in the background. Click its icon in the taskbar to bring it to the front.

  3. Review the template and make any necessary adjustments.
    1. You can add more text and mail merge fields, just like when  creating a template. 
      1. Learn more about adding mail merge fields here and here.
    2. If there are multiple recipients:
      1. Use the arrows in the Mailings tab to navigate between them.
      2. To search for a specific client, click Find Recipient :



  4. When you're ready, return to the pop-up window and click OK.
    1. Click Yes on the next warning that appears:



    1. The progress bar will display both the number of prints and emails, along with the stages of the process.
      1. Once complete, a pop-up message and the progress bar will confirm the mail merge is finished.
      2. The batch number will also be shown:


  1. Clients who have opted for email will receive their communication via email.

  2. Clients who have not opted for email will have their documents sent to your printer.

  3. The communication has been sent and a copy is saved in the Letters Documents tab of the recipients' accounts.

Notes
If you added attachments and some recipients don’t use email, the attachments will only be saved on the Letters Documents tab if system option "Document Mail Merge Save Attachments For Printed" is turned on.

Generating Documents Only


If you prefer to generate the documents without emailing or printing them, click Generate Documents instead of Print/Send. The documents will be added to the Letters Documents tab of the relevant accounts:



If you set the Audience Type and Web Type, the documents will also appear in the Web Portal. Read more about this here.

Info
Clicking Email/SMS will have no effect unless this feature is set up in your system.



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