Sending Mail Merge Communications to External Print Providers

This article is part of the Mail Merge section.

Find all related articles here:

Mail Merge

 

If you're sending documents to an external printing service, follow these steps to send your communication when running a mail merge:

1. Click Print/Send:
   

1. A progress bar will appear:
   

 

1. A pop-up message will appear. Don't click OK yet:
   

 

1. The Word template opens in the background. Click its icon in the taskbar to bring it forward.
   
   
2. Review the template and make any necessary adjustments.
   
1. You can add more text and mail merge fields, just like when you created the 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:
   
   
   
   
3. When ready, return to the pop-up and click OK.
   
1. Click Yes in the next prompt that appears:
   
   
   
   
4. 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:
   
   
   
   
   
5. Clients who have opted for email, will receive their communication via email.
   
   
6. Clients who haven't opted for email will have their documents sent to the external printer:
   
1. The Merge Documents and Print Externally window will open. 
   
2. The selected template will appear in the top-left corner.
   
3. To add attachments, click Add Attachment.
   
4. To add additional templates, click Add Document Template.
   
1. Additional templates cannot be edited and are added as-is.
   
5. To reorder the files, click on Move Up or Move Down.
   
6. To remove a file, click Remove.
   
7. To preview a file, select it on the left.
   
8. You can change the orientation or zoom of the preview using the icons below it.
   
9. When you're ready, click Merge And Send:
   
   
   
   
7. A confirmation message will appear, signaling the end of the process:
   
   

1. Close the Merge Documents and Print Externally window.
   
   
2. The communication has been sent and a copy is saved in the Letters Documents tab of the recipients' accounts.
   

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

• Related Articles

• Running a Mail Merge

  This article is part of the Mail Merge section. Find all related articles here: Mail Merge Before starting a mail merge, make sure the template you intend to use is closed. Here, we've covered how to prepare a mail merge. Now, let's focus on running ...

• Getting Started with Mail Merge

  This article is part of the Mail Merge section. Find all related articles here: Mail Merge Mail merges in CPL are used for creating and sending documents to clients and contractors. They let you build templates that can be automatically personalised ...

• Preparing a Mail Merge

  This article is part of the Mail Merge section. Find all related articles here: Mail Merge Before starting a mail merge, make sure the template is closed. The first steps in running a mail merge are preparing the template and selecting recipients. ...

• Setting Up Mail Merge Templates Using the Add-In

  This article is part of the Mail Merge section. Find all related articles here: Mail Merge Introduction Below is a diagram of the process: To use Mail Merge as outlined in this article, install the Mail Merge Add-in from the RPM_Distributions folder ...

• Mail Merge Fields

  This article is part of the Mail Merge section. Find all related articles here: Mail Merge When editing a template during a mail merge, use fields from only one View/Table. Here are the mail merge fields available for your templates: With the add-in, ...