Generating a Print Merge file

  1. Search for the records or other items that contain the information you want to send to a merge file.
  2. Select or tag the items to be included in the report
  3. Right-click and point to Send To and the click Print Merge to display the Send To Merge File dialogue box.
  4. Select the items to be included in the merge file. As available items are tagged, they will be added to the Current Items column; if an available item is clicked and highlighted, it can be added to the Current Items column by clicking the Add button.
    Click the arrow to expand or collapse groups.
    The order of the Current Items can be modified by using the Up and Down arrows.

TIP: The list of items to be included on the merge can be refined by searching for specific words using the Search field, e.g. to find fields that are Date type fields or have Date in their caption, type date in the Search field and list of items will reload to display the matching fields.

NOTE: To remove selected items, either search for the item name in the Include Tagged Items column and deselect/untag the item(s); or click the item name in the Current Items column and click Remove. The items will be removed from the Current Items list.
All items can be removed from the Current Items column by clicking Remove All.

  1. Output Format - select one of the formats from the drop-down list:
    • Microsoft Word
    • Comma Separated Values
    • Tab Delimited
  2. Output Filename - enter the full path and file name for the merge file.

    Use KwikSelect to select a path or existing file or type the path.

    There is no need to enter the file extension. Content Manager will add the appropriate extension for the selected output format.

    If you enter an extension, for example, *.doc, and the extension type does not match the selected output format, then Content Manager will add the appropriate extension.

    For example, if you type x.txt and select the Word merge file format, you will generate a file called x.txt.doc.

    This is the same behavior as in Microsoft Word.

  3. Append to Existing File - select to add the current data to an existing file. This will append the information to the end of the existing merge file.

    If you leave this box clear, then Content Manager will overwrite the existing merge file.

  4. Merge an Entry for Every Contact - for records only - select if you want to have all Contacts of a record - Primary and Other - sent to the merge file in separate rows.

    NOTE:

    • This field is only available if you are merging records.
    • If you do not select the Contacts field then the Merge an Entry for Every Contact option does not perform a function.

    Leave this option clear for Content Manager to print only one instance of each of the selected types of Contacts.

    For example, if there is a Primary Contact, an Addressee, a Representative and four Other Contacts attached to the record, only the selected fields of one of the Other Contacts will be printed. All fields will be in one continuous row.

    Only tagged items will be included in the merge file.

    If this option is selected, it will include the following items for each contact:

    • Address
    • Title
    • First Initial
    • Initials
    • Surname (Prefix)
    • Surname (No Prefix)
    • Position Name
    • Dear ... (formal) - may appear as Dear Mr. John Smith if the contact is a person or Dear Sir/Madam if the contact is an organization.

      NOTE:

      • Ensure that the option Administration - System Options - Locations - Display title (e.g. Mr) is selected for the honorific to appear
      • Dear ... (Informal) - may appear as Dear John Smith if the contact is a person or Dear Sir/Madam if the contact is an organization
      • Full Name or Org Name - either the full name if the contact is a Person or the Organization's name if the Contact is an Organization

  5. Save - the selected print merge options can be saved so they can be reused at a later date without having to reconfigure the print merge options.
    1. Click Save to update the most recently saved file with the changes made.
    2. Click Save As to save the merge options as a new file.

    NOTE: A maximum of 20 Print Merge Configuration files for the each supported Content Manager object type, per user, can be saved.

  6. Load - click this option to display the Print Merge Configuration files dialogue. To load a previously saved Print Merge configuration file, from the displayed list, select the require configuration and click OK.
    See Saved Print Merge configurations dialogue options for details of the other options available on this dialogue.
  7. Click OK.

    Content Manager will create the merge file.

You can now start your other application and use the Content Manager merge file.

See the application's help file for details about how to use a merge file.

NOTE: Address fields in print merge

  • Three address fields are used throughout merging:
    • Address - contains either the mailing address or street address
    • Mailing Address - contains the mailing address
    • Street Address - contains the street address
  • The mailing address data takes precedence over the street address in this field.

    If there is no data in the mailing address, then the address field will contain the street address data.

  • Some of the field names may be different in the Print Merge dialogue box than those in other areas of Content Manager.

TIP: If your organization's addressing standards require it, you can print the hierarchy's top level organization name attached to the Location instead of the particular branch a Location may be listed under.

For example, the top level organization name may be Super Services, but the Location's branch may be Super Services in Newtown.

By default, Content Manager would use the field Organization to print the address, together with the city, e.g. Super Services - Newtown.

If you want to have Content Manager print Super Services instead of Super Services - Newtown, use the field Holding Organization Name in your merge document.

Properties in Locations Properties in the Print Merge/Report Layout Designer/Export and Import fields
Full Name Name
Member Of or Association Organization
Until Login Expires At
Business Business Phone
Has Members All Members
Properties in Categories Properties in the Print Merge/Report Layout Designer/Export and Import fields
Access Control Access Controls (or Access Control)
Subordinate Levels pattern Sub Category pattern
Subordinate Levels Numbering Last Sub Category Number
Record Class Class
Category Number Number
Expanded Category Number Expanded Number
Category's Level Number-Value Level Number
'Not shown in Properties' Expanded Level Number
Category Name Name