Setting Up Mail Merge Templates Using the Add-In

Setting Up Mail Merge Templates Using the Add-In

InfoThis article is part of the Mail Merge section.

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Mail Merge

Introduction


Below is a diagram of the process:



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To use Mail Merge as outlined in this article, install the Mail Merge Add-in from the RPM_Distributions folder on your CPL drive.

This article shows how to use mail merge fields to create personalised communications, like the example below:



In the example, any text inside square brackets is a merge field.

You can add mail merge fields to your template alongside your text.

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When copying and pasting text, ensure it's in plain format. If copying from another source, first paste it into Notepad to remove hidden formatting, then copy it back into the template.

Adding Mail Merge Fields


Mail merge fields are placeholders that tell Word where to pull specific information from CPL for each recipient. They define what data needs to be inserted, where it’s coming from and where it should appear in your document. 

This customisation lets Word tailor each communication for individual clients or contractors.

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Consider the parts of your document that will differ for each recipient, like addresses or balances. Place the corresponding merge fields in these sections.

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A list of available mail merge fields for your template is here.

Steps to Insert Mail Merge Fields:

  1. Open a new Word document. Or, if you want to use standard headers and footers, open the blank template you created earlier.

  2. Click the Add-ins tab in Word’s menu ribbon:

  1. Select Add Merge Fields on the left of your screen. This will open the Add CPL Mail Merge Fields window:



  2. Click Log In To CPL to access the database and load available fields.
    IdeaInfo
    This window will stay on top, allowing you to move it around the screen or close it if needed. You can always reopen it by selecting Add-ins > Add Merge Fields from the menu ribbon.
    1. The Login screen will appear, pre-filled with the last username and database you used. Log in as usual.

    2. After logging in, the window will update and the button will change to Change Database. You can click this to log in to a different database if needed.

    3. Select a Mail Merge view from the list, each designed for different document types:

    1. Here are descriptions for each view:

      1. Buyer Seller: For buyer and seller communication.

      2. Client Details: For general client communication.

      3. Client Insurance: For insurance-related communications.

      4. Client Notices: For debt management communication.

      5. Client Sales: For communication related to property sales.

      6. Dev Contact Details: For development-wide communication.

      7. Estimate Request: For contractor estimates.

      8. P L Details: For purchase ledger communication (typically with your contractors).

      9. Proposed Works: For proposed works communication.

      10. Solicitor Sales Letters: For property sales letters addressed to solicitors.

    2. To view the mail merge fields in the selected view, click the + sign next to the view. This will expand the view and display all the available fields within it.

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    You can select fields from only one view per template.

    1. Place your cursor where you want to insert a merge field in your document:



    1. In the Add CPL Mail Merge Fields window, double-click the desired merge field to insert it at your cursor location:



    2. Example result:



    3. To insert more fields, move to the next position in your document and repeat the process:


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    If a field name doesn't fully display due to a space in it, click the field and press Alt + F9 to view it.

    Finalising Your Template


    1. After adding all necessary fields, close the Add CPL Mail Merge Fields window.

    2. Save your document template on your computer or network.

    3. To make it available to all users, add it to the CPL directory. For steps, refer to this article.

    With this, you've successfully created a mail merge template!

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