A mail merge can be generated to a word document, or send through the Centerbase server using the email connection. The steps to create a mail merge are as follows:
- Generate a mail merge template in the Centerbase HTML Editor.
- Look up or find a group of Items (must be the same type of Items) to merge to.
- Run the merge from Centerbase.
Create a mail merge template
Templates can be easily created directly from Centerbase using the built in HTML editor (preferred method). The HTML editor is launched from Reports tab as shown below.
Figure 4-41 - Create an HTML template.
Adding Fields to your Mail Merge Template
After the HTML editor opens, you may immediately begin creating your mail merge document. Adding merge fields is accomplished by right-clicking, or selecting the Insert menu, and clicking Insert, Field. In a new template, Centerbase will first ask you to specify what Item the template is for. Select the Item type from the Dialog. Next, you may now select merge fields to enter into the document as shown below.
Figure 4-42 - Insert a Merge Field into a Template
Figure 4-43 - Sample display of Merge Field
Running a Mail Merge
Once you have created a template, there are several options for how to perform a mail merge or use a merge template.
Run a Mail Merge for a Single Item using the Ribbon Menu
Simply select a single of Item from the Item Explorer and right click and select Run Mail Merge or click the Run Mail Merge button from any context menu.
Figure 4-44 - Run Mail Merge from Ribbon Menu
Perform the following steps to complete your merge
Figure 4-45 - Select a merge Template to use.
Select a merge template to use
Click Next to continue.
Figure 4-46 - Specify the destination for the merge
Select the target for the mail merge. The options are either to send through e-mail or to create a printable HTML document.
Click Next and then Run to finish the merge.
Running a Mail Merge for Multiple Items at once
Running a merge for more than one item at a time is identical to running for a single item with the following changes. There are two ways to accomplish this.
Running a Merge for Selected Items from the Item Explorer
First, select a group of items from the Item Explorer, then use the context menu as shown below to bring up the mail merge dialog. Continue as before to merge to the multiple items.
Figure 4-47 - Mail merge to multiple items from the Item Explorer