Document Mail Merge

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Document Mail Merge

Using ChannelCRM you can merge information into documents such as Word, Excel, PowerPoint and e-mails. This makes it quick and easy to send good lokking e-mails and letters.

 

The way you merge a document depends somewhat on where (in ChannelCRM) it is from and on your preferences The starting point is almost always:

 

An activity of type Letter: Here the merged document is typically a Word document.

An activity of type e-mail: Here you typically merge a starting Outlook e-mail, which can then be opened directly and processed before it is sent.

A campaign: Here you mail merge either to e-mails or to Word.

 

In all cases, you use merge document templates where fields from ChannelCRM are embedded in the text. In Word cases thus a normal Word document (docx), where the text contains fields as 0contactfirstnames0.

 

 

Merge fields you see below:

 

 

Company

Contact

User

Project

0companycompanyname0

0companyaddress1department0

0companyaddress1street10

0companyaddress1street20

0companyaddress1street30

0companyaddress1zip0

0companyaddress1city0

0companyaddress1city0

0companyaddress1state0

0companyaddress1country0

0companyaddress2department0

0companyaddress2street10

0companyaddress2street20

0companyaddress2street30

0companyaddress2zip0

0companyaddress2city0

0companyaddress2state0

0companyaddress2country0

0companyphone0

0companyfax0

0companymail0

0companyvat0

0companyweb0

0companyean0

0companybankaccount0

0companycustomerkey0

0companydebtorgroup0

0companyaux10

0companyaux20

0companyaux30

0companyaux40

0companyaux50

0contactfirstnames0

0contactlastnames0

0contactfriendlyname0

0contacttitle0

0contactsalutation0

0contactphonedirect0

0contactphonemobile0

0contactphonehome0

0contactemailaddress10

0contactemailaddress20

0contactemailaddresspersonal0

0contactbusinessaddressstate0

0contactbusinessaddressstreet10

0contactbusinessaddressstreet20

0contactbusinessaddressstreet30

0contactbusinessaddresszip0

0contactbusinessaddresscity0

0contactcontactfunction0

0contactean0

0contactssn0

0contactspouse0

0contactaux10

0contactaux20

0contactaux30

0contactaux40

0contactaux50

0userfirstnames0

0userlastnames0

0userfriendlyname0

0userjobtitle0

0useremailaddress10

0useremailaddress20

0userphonemobile0

0userphonedirect0

0userfaxdirect0

0userunitname0

0userstreet10

0userstreet20

0userstreet30

0userzip0

0usercity0

0userstate0

0uservat0

0projectsubject0

0projectstreet10

0projectstreet20

0projectstreet30

0projectcity0

0projectzip0

0projectstate0

0projectcountry0

0projectaux10

0projectaux20

0projectaux30

0projectaux40

0projectaux50

0projectnumber0

Activity

Quote

Quote line (to be inserted in a table row)

Opportunity

0activitysubject0

0activitydescription0

0activitystart0

0activityfinish0

0activitystartlocal0  (no timezone)

0activityfinishlocal0  (no timezone)

0activitystarttime0  (no seconds)

0activityfinishtime0  (no seconds)

0activitystartdate0

0activityfinishdate0

0activitylocation0

0activityaux10

0activityaux20

0activityaux30

0activityaux40

0activityaux50

0quotesubject0

0quotebodytext0

0quotevalidfrom0

0quotevalidto0

0quotepricesum0

0quotepricenetsum0

0quotetaxsum0

0quotediscountsum0

0quotenumber0

0quotelineidentifier0

0quotelinedescription0

0quotelinelongdescription0

0quotelineprice0

0quotelinequantity0

0quotelinediscount0

0quotelinediscountaspercent0

0quotelinepricenet0

0quotelinetax0

0quotelineunitprice0

0quotelineunitpriceorigin0

0quotelinecurrency0

0opportunityopportunitynumber0

 

 

The merge templates you create in ChannelCRM by the "Menu / More / Settings / Merge Templates". Here you can see the templates you've already made and you can create new.

 

The document type can be selected between Word, Outlook, Excel and PowerPoint.

 

ChannelCRM is able to create documents based on templates. All work is done in the cloud, so you can just open the finished document with Word, Excel, PowerPoint or Outlook. The merge can be initiated from almost anywhere in the system. Just look for the button with the text "Merge document". The merge fields that can be used depends on from where you use the button. The more data that appears in the relationships, the more fields are candidates for mail merge. As a general rule try to initiate most merges from activities because these can have connections to the company, contact, project, opportunity, campaigns and the activity itself. And thus data from all these entities.

 

When you insert merge codes in a document, you should be aware that the two surrounding "0" must be included in the field. If you want the resulting field to be formatted (eg. In bold), then simply format the merge code field. However, please note that the complete code must be formatted - not part of the code only.