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How to Create Individual Mail Merge Templates in PatronManager: https://help.pm.leapevent.tech/a/922076
Mail merge templates are a huge timesaver! You can use these mail merge templates to create personalized letters directly from any record, all at the click of a button.
This lesson demonstrates how to create individual mail merge templates within PatronManager.
1. Create a word document for your mail merge
Write your letter in Word, using some placeholder text for the merge fields you'd like to use. Don't worry about inserting the actual merge fields yet - we'll do that later on in this article.
The maximum file size that Salesforce allows for mail merge templates is 1 MB.
When creating your mail merge template, make sure to be prudent about the size of your template, including any images you may include!
Here's an example of what your mail merge document might look like:
While you're creating your template, do not include any text boxes in your letter. Salesforce's mail merge capabilities don't play well with text boxes, and this will lead to wonky formatting on your finished product.
2. Find your merge fields
For each merge field placeholder in the letter you wrote (like "SALUTATION"), you'll need the corresponding "official" merge field name. First, check out the attached list of our most commonly used merge fields:
For example, the corresponding field for SALUTATION will either be
<<ACCOUNT_FORMAL_SALUTATION>>or
<<ACCOUNT_INFORMAL_SALUTATION>>depending on the tone of your letter.
You can use the steps below to find fields that aren't included in our standard merge field document - even custom fields you've created.
2.1. Start by navigating to the type of record you'd like to merge
If you'd like to merge donation fields, go to a Donation record. If you'd like to use a contact field, navigate to a Contact record.
2.2. Once you are on the record, copy down some information from the URL on the top of your screen
Find your Salesforce instance, which is the text right after the / and before .lightning.force.com. In the example below for Moira Rose's Contact record, it's "emilyvdhqaorg". Then look for the record's 18 digit ID number. In this example, it's 0034100001mPERtAAO.
Copy and paste this information into a Word or text document - we'll need it in just a moment.
2.3. Open a new tab in your browser and copy and paste the following link: https://YOURINSTANCE.lightning.force.com/servlet/servlet.SForceMailMerge?id=RECORDID
2.4. Replace YOURINSTANCE with the Salesforce instance in your account and replace RECORDID with the first 15 digits of the ID you found in Step 2.2
In our example above, we're using the contact record of Moira Rose to find a few contact merge fields. If we were to use the link above with our Salesforce instance and the first 15 digits of our ID (0034100001mPERt) it would look like this: https://emilyvdhqaorg.lightning.force.com/servlet/servlet.SForceMailMerge?id=0034100001mPERt
2.5. You'll be greeted with an XML file with the name of each merge field and its value for that record!
The text in BLUE is the merge field that you will insert into your mail merge document using the steps in the next section.
Not seeing the field you're looking for on the XML file? Check back on the record you grabbed the 15 digit ID from; if the field is blank, it won't show up here, and you'll need to use a different record's ID number.
3. Now that we've written our letter and found all our merge fields, it's time to put the two together!
We'll be replacing our placeholder merge fields with the real merge fields, one at a time.
First, highlight one of your placeholder merge fields
Now replace that placeholder!
3.1. Using the toolbar at the top of the Word Document, choose the Insert Tab. Click the arrow next to Quick Parts, then click Field
3.2. Choose a field in the pop-up screen
Let's break this down step by step:
- Use the left column to scroll down and find MergeField. In our example, we're going to use Mr. Hamilton's Formal Address Name.
- In the center column, paste the merge field you'd like to insert in the "Field name" box. This will come from the Word document of commonly used fields, or from the XML page, both found in Step 2.
- Click OK when you're done.
3.3. Once you click OK, you will be returned to your letter template. Repeat these steps to update all other fields in your letter.
3.4. After you've updated all the fields in your letter, it's time to upload the template into PatronManager!
3.1. Using the toolbar at the top, hover over Insert. When the list of options appears, choose Field.
3.2. Once you've clicked Field, a pop up menu will appear. In the Categories column, choose Mail Merge. In the Field names column, choose MergeField.
Let's take this step by step:
- Use the left column to scroll down and find Mail Merge. In our example, we're going to use Mr. Hamilton's Formal Address Name.
- In the right column scroll down and find MergeField.
- In the Field codes box, leave the word MERGEFIELD as well as a space, then enter the name of the field you'd like to merge. This will come from the Word document of commonly used fields, or from the XML page, both found in Step 2. In our example above, we're using Mr. Alexander Hamilton's salutation, so we'd enter MERGEFIELD CONTACT_SALUTATION
3.3. Once you click OK, you will be returned to your letter template. Repeat these steps to update all other fields in your letter. After you've updated all the fields in your letter, it's time to upload the template into PatronManager!
4. Back in PatronManager, click on the gear and go to Setup
5. Search "mail merge" in the Quick Find box and click on Mail Merge Templates
6. Click "New Template"
7. Give the template a name you'll remember and click "Choose File"
8. Upload the file (must be a Word document) and click "Save"
And that's it!
When you're ready to use this template, take a look at our instructions for Individual Mail Merges in PatronManager.