Building Mail Merge Templates

Overview

Administrators can create Merge Templates which can be used to merge information from GLM into word documents or PDFs to be mailed or emailed to contacts and board members. Merge templates will be built in Word using merge fields generated by GLM. These templates will then be uploaded to Mail Merge Templates in GLM and grant information can be merged using the Create Documents link. The Merge Fields tell GLM what information the template needs and where to put it.

Generating a Merge Field Document

Follow these steps to generate a merge field document:

  1. Click on Merge Templates in the left-hand navigation list.
  2. Select a process from the "Choose a Process" drop-down list. - All of your current and archived processes will be included in the Process drop-down list. You must select a process. (Note, in 5.0 there is no longer a Shared Merge Fields option.)
  3. Click the Generate Merge Fields button. This will generate a word document that contains all of the merge fields for this process.

Merge Fields in a Merge Field Document

The Merge Field document will contain the following fields in the order below:

Process Specific Questions – will be shown in this format Project Name

  • Shared Questions
  • LOI Questions (if Applicable)
  • Application Questions
  • Decision Stage Questions
  • Approval Form Questions
  • Denial Form Questions

Request Specific Information – will be shown in this format: <<merge_field>>

  • Grant Information
  • Installment and Payment Information
  • Follow-up Information

Organization Summary Information - will be shown in this format: <<merge_field>>

  • Organization Contact information
  • Organization Description
  • Organization Request Summary
  • Including the organization request history table

Standard Merge Fields - will be shown in this format: <<merge_field>>

  • Merge Date
  • Foundation information
  • Detailed Organization Information
  • Primary contact information
  • Detailed Applicant Information

Creating a Merge Template

After you have generated the Merge Template Document you can copy and paste the desired merge fields into your letter or document template as shown in the screen shots below.

TIP: To ensure that the merge fields were pulled over into your template properly, hit ALT+F9 on your keyboard to reveal the merge formatting. To hide the merge formatting, hit ALT+F9 again.


Uploading a Merge Template into GLM

Once your letter template is built, with all merge fields pulled into the correct areas, save it to your computer and upload it to GLM.

Follow these steps to upload your saved Merge Template into GLM:

  1. Click on the Merge Templates link in the left-hand navigation list.
  2. Click on the "Choose File" button.
  3. Find the file that you have saved to your computer.
  4. Select the file and click the "Open" button.
  5. Type a name in the Template Name Field. - It is recommended to include the process name and year when naming your templates.
  6. Click the "Save" button.

The template will now show up in the Merge Template list and is ready to be used.


Using Mail Merge Templates

Once the template has been uploaded, we can use it to create Merge Documents for requests in the system.

There are two ways to create a merge.

1. Requests & Decisions

Administrators can use the Requests & Decisions tool to search for the requests they want to create merge documents for. Additionally, multiple requests can be merged at one time from this page.

Follow these steps to create merge documents from the Requests & Decisions page:

  1. Click on Requests & Decisions
  2. Specifying search criteria and click Search. You will be presented with a list of requests.
  3. Select all of the desired request you would like to include in the merge by clicking the box to the left of their name to select them.
  4. Scroll to the bottom of the page and click on the "Create Documents" link.
  5. Select the saved merge template you would like to use.
  6. Choose the Output Type (Word or PDF). A Word document can be edited after it is generated but attachments cannot be included in this document type. A PDF cannot be edited but attachments can be included in this document type. (If you selected more than one request to merge this will not be an option.)
  7. Create the merge document by clicking one of these buttons:
    1. The Merge Template button. This will generate a document that includes the merged data from all of the requests that were selected.
    2. The Merge Template and Attach to Request button. This will save a copy of the merged document as a request document and also open the merged document. (This button not available if more than one request was selected for merge.)

2. Request Summary Page

Administrators can create a merge document for a single request from the Request Summary page which can be accessed anywhere in the system by clicking on the Project Name link anywhere it is present in the system.

To create a merge document from the Request Summary page:

  1. Click on the requests Project Name. (This can be done from any page that contains the "Project Name" link.)
  2. Click on the "Create Documents" link at the top of the page.
  3. Select the saved merge template you would like to use.
  4. Choose the Output Type (Word or PDF)
    1. A Word document can be edited after it is generated but attachments cannot be included in this document type.
    2. A PDF cannot be edited but attachments can be included in this document type. (If you selected more than one request to merge this will not be an option.)
  5. Create the merge document by clicking one of these buttons:
    1. The Merge Template button. This will generate a document that includes the merged data from all of the requests that were selected.
    2. The Merge Template and Attach to Request button. This will save a copy of the merged document as a request document and also open the merged document.

i.This button not available if more than one request was selected for merge.

Please Click Here to download the full Mail Merge Tutorial.

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