Setup Mail Merge Document

VanillaSoft's Mail Merge system allows you to upload a document to your project that will have fields automatically populated from leads within your project.  You can add these files to contacts individually or in bulk depending on the type of task you're looking to perform.

 Note: There are two types of Mail Merge documents to send as an attachment to an Email Template:

 

Microsoft Word Document

Insert any or all fields listed below into your Word document.

Basic fields:

  • CONTACTADDRESS
  • CONTACTADDRESS
  • CONTACTCITY
  • CONTACTCITYSTATEZIP
  • CONTACTCOMPANY
  • CONTACTEMAIL
  • CONTACTSTATE
  • CONTACTSTREETADDRESS
  • CONTACTTITLE
  • CONTACTZIP
  • DATETODAY
  • FIRSTNAME
  • LASTNAME
  • PREFIX
  • USERALIAS
  • USEREMAIL
  • USERFULLNAME
  • USERHOMEPHONE
  • USERWORKPHONE

 

Pre-Defined Last Call fields:

  • CallHistorySummary
  • CallRecordingSummary
  • LastCallRecording
  • LastOfCallDate
  • LastOfCallDateTime
  • LastOfCallHistoryNameLastFirst
  • LastOfCallHistoryUserName
  • LastOfCallTime
  • LastOfComment
  • LastOfDuration
  • LastOfResult
  • LastOfResultCode
  • ResultCount
  • ResultGroup
  • TimeOffSet
  • UserAlias

 

When using any of the pre-defined variables for your Word Mail Merge document, each variable must be surrounded by braces.  For example, the first name variable in your Word document would need to be entered as {FIRSTNAME}.  

Custom Fields and Phone Fields must be surrounded by forward slashes.  For example, a Custom Field labelled "Custom 1" would need to be entered in your Word document as /Custom 1/.  A phone field like "home" would need to be entered as /home/.  

Once your Word document is ready, you can add the document to your library choosing Mail-Merge Template (Word) from the Select the type of document you want to import drop-down. 

 

Adobe PDF Form

Must first be designed within Adobe Acrobat using any desired field names. 

  1. Add document choosing the Add New Type of Mail-Merge Template (PDF)
  2. When the form is imported, the system will prompt you to map the fields that it detects within the form to VanillaSoft fields
  3. Map fields

To set up a Mail Merge document in your Document Library:

  1. Login as an Admin
  2. Select Project
  3. Go to Email&Docs
  4. Select Document Library

Note: You may now attach your document merged with the contact info to emails or the caller may simply click on the document to open the merged document in a PDF format. 

The Adobe format may also be used by the Admin to batch merge using the Contact Management Task of Mail-Merge Contacts.  The WORD format is not supported in Contact Management area.

For information on troubleshooting common Mail Merge issues, view our Troubleshooting common Mail Merge issues article.

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