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This article applies to:

  • Product: Digita Practice Management

Set up and run a mail merge in Practice Management

Stage one: Set up a template

  1. Select
    Tools
    , then
    Manage Office Document templates
    .
  2. You can create a new template, modify an existing template, or clone a template. There are various reports supplied with Practice Management that may help you set up your templates:
    1. Blank address
      : A blank template with the basic address merge fields.
    2. Engagement cover
      : Contains the address fields and some example text.
    3. Marketing demo
      : Also contains the address fields and some example text.
    4. Label
      : Setup to enable you to create labels, however you would need to edit the template to suit the type of label you are printing.
    note
    After you select a method to edit the template, Microsoft Word will open and you can enter the text in the body of the template.
  3. Select the
    Mailings
     tab to choose the merge fields and select
    insert merge field
    .
    note
    If you add a header or footer, the details contained will only appear if you choose to view the document for printing. To make these details available if the document is used for emails, make sure all details are added to the body of the template (not as a header or footer), since headers and footers are stripped out when the details are included in an email.
  4. Once you've entered the information into a template format, save the file.
    note
    This will save the template to the Practice Management Templates folder make it available to use with your Practice Management client data.

Create the mail merge

  1. Highlight the entities you would like to create a document for from the Client or Contact list.
  2. Select
    Create office document
     to launch the Mail Merge wizard.
  3. Select
    Next
    .
  4. Select
    Generate a document using a template
    , then
    Next
    .
  5. Select a template from the list, then
    Next
    .
  6. Add a Reference and/or Signatory as required.
  7. Make sure you have included the
    Signature
     merge data field in your selected template, otherwise the signature will not be included.
  8. Mark the
    Save to FileCabinet
     or
    Save to client/Contact folder
     checkboxes depending on where you want to save the documents.
  9. Specify the default filename format by selecting your chosen parameters from the dropdown list.
    note
    You can also enter any additional text to create a customised filename. Any standard characters valid for filenames are allowed; invalid characters include /\:*?"<>|.
  10. Select
    Next
    .
  11. Set any additional options:
    1. Select
      Save datasource file
       to save the file as a Comma-Separated (.csv) file.
    2. Select
      Add note to each recipient's contact history
      and specify a note to track who has received letters.
      note
      These appear on the Notes lists on the General tab, and is a useful way to track who has received letters.
  12. Select
    Next
    .
  13. If you choose to
    open documents for printing
    :
    1. The letters are created in a Word document
    2. Choose to print each document separated by page breaks or section breaks, and select
      Next
      .
    3. View the summary to confirm that the details and template are correct, then select
      Next
      .
    4. Print the documents, then save and close the file
    5. If you want to save these steps to use again as a Fast Letter, select
      Save Settings to Database
       (leave the box unticked if not applicable.
    6. Select
      Finish
       to close.
  14. If you choose to
    send documents by email
    :
    1. Allow Practice Management access to your email application.
      note
      The emails will be sent from the email account you specify. This does not apply any signatures specified in your email application. You can edit templates to include any required signature and disclaimer information.
    2. Enter a title in the
      Subject
       field.
    3. Choose whether to send the documents as an attachment or in the body of the email.
    4. Choose  an Output option:
      Send the emails immediately
      ,
      Save the emails in your Drafts folder
      , or
      Open each email
      .
    5. The emails are sent to the primary email for each selected contact/client. If there is not valid email specified, you will receive an alert that asks if you want to proceed.
      note
      • The emails are sent to the primary email for each selected contact/client. If there is no valid email specified for a contact/client you are warned and asked whether to proceed. Clients are not able to see the other recipients on the list; each email only contains one client in the To: field.
      • If you specified a
        Note
         it's only applied to clients/contacts that have had the email successfully sent. You may want to set up some categories for each set of emails. You can then select this category on this note to show the contacts/clients that have received the email. If you select
        I do not wish to send the documents
        , the documents are created and saved to the clients' folders.