NextAgency enables you to quickly and easily create Mail Merge documents using Word. These can then be converted to other formats like PDFs.
To begin creating Mail Merge documents, please follow the below steps:
1. How to set up the Word document for Mail Merge:
Windows Users:
i) Open Microsoft Word on your computer.
ii) Click on "File" and select "New Document" to create a new Word document.
iii) Customize the document formatting according to your requirements.
For example, let's explore a sample format that includes a table. In this document, the first column contains basic information about a case record, while the second column represents dynamic data that will be generated using Mail Merge.
iv) Place your cursor in the field where you want the text to be generated.
v) In Word, click on "Insert" and choose "Quick Parts," then select "Field."
vi) A pop-up window will appear. Please select "MergeField" under Field Names and set the Format to "None."
vii) Enter the desired "Field Name." For instance, if you want to use the field "Primary Contact Email," input "Primary Contact Email" as the Field Name.
viii) Click 'OK' to proceed. The field will be formatted as «Primary Contact Email» in the Word document.
ix) Repeat the same steps for all the fields you wish to fill.
x) Note that special formatting is required for custom fields in NextAgency. Add "Case-Custom" before the custom field name. For example, if you have a case custom field named "Referring Partner," write it as "Case-Custom Referring Partner" in Word.
Mac Users:
i) Launch Microsoft Word on your computer.
ii) Navigate to the "File" from the menu bar and click "New Document" to initiate a fresh Word document.
iii) Customize the document formatting according to your requirements.
iv) To add the field's name, place your cursor in the field where you want the text to be generated. Click on the "Insert" tab and click on "Field". See attached screenshot.
v) Locate "Mail Merge" in the 'Categories' column, and in the adjacent column named 'Field names', select "MergeField".
vi) In the "MergeField" box, enter the field name you desire, enclosing it in quotation marks and using the correct syntax for your specific field. Example: MERGEFIELD "Primary Contact Email". Finally, click "Ok" or press "Enter" and save your document.
vii) Note that special formatting is required for custom fields in NextAgency. Add "Case-Custom" before the custom field name. For example, if you have a case custom field named "Referring Partner," write it as "Case-Custom Referring Partner" in Word.
After defining all the fields in your document, log in to NextAgency to seamlessly finalize the Mail Merge process.
2. To upload the created Word document into NextAgency, please follow these steps:
i) Log in to NextAgency, and go to Settings.
ii) Navigate to the Automations tab and select "Merge Template".
iii) Click on "Add Merge Template" and upload the Word file you created in the steps, above.
iv) On the same page, you will find the 'Merge Template Field Guide' document that comprehensively lists all the supported fields within NextAgency.
3. How to create a Mail Merge document for a case record:
i) Once you have successfully uploaded the Word document, you are ready to generate Mail Merge documents. To initiate the process, please proceed to the Cases/Policies page. Select the desired case records you wish to use for the Mail Merge document (the filter can help you quickly identify the right records). Once you select the records, click on 'Bulk Actions' and choose 'Generate Mail Merge'.
ii) NextAgency will notify you when your merged documents are ready. Click on the notification icon (the globe in the header on every NextAgency page).
iii) Depending on how many Word documents you are creating, this may take a few minutes. Click on the specific notification that your documents are successfully created. NextAgency will download your documents in a zip file. Extract the documents as you normally would.
Should you have any questions or require any assistance, our support team is readily available to help you. Feel free to contact them for any queries you may have by clicking on the green question mark in the header or by email us at Support@NextAgency.com.
