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letters [2017/09/11 16:05]
cfadmin 		letters [2021/10/22 12:36] (current)
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-====== CareFree ​Letters & Mail Merges ======+====== CareFree Mail Merges ======
  
-CareFree has the ability to export a mail merge template, with that template you can then create letters via Microsoft ​office ​or some other compatible desktop publishing application.+CareFree has the ability to export a mail merge template, with that template you can then create letters via Microsoft ​Office ​or some other compatible desktop publishing application. In this example we will be using Microsoft Office Word.
  
 Once the letter has been created with the correct merge fields, its then possible to import that letter back into CareFree and use the system to create the letters for printing or emailing. Once the letter has been created with the correct merge fields, its then possible to import that letter back into CareFree and use the system to create the letters for printing or emailing.
  
-You can access the letters system ​from the top menu bar: +1. Go to **Letters** ​from the top menu bar in CareFree ​
  
-{{:wiki:main_menu_letters.png|}}+{{ :wiki:letters_main_menu.png? }}
  
-Once in letters the screen is split into two sides, but to export a mail merge template ​you just need to deal with the left side to begin with:+2. To export a merge template ​change ​the **Source** drop down box to export clients, carers, staff etc.
  
-{{:wiki:letters_lefthandside.png|}}+{{ :wiki:2018-08-08_11h21_58.png? }}
  
-Change ​the **Source** accordingly to what merge template you need, do you want to export client information or carers? - there are many more sources ​to choose from but we'll stick to clients for our demonstration.+3. When the correct source has been selected tick __all__ ​sources ​on the left of the screen
  
-You then need to tick a client, but no there is no need to tick all of them in this instance, just ticking one will be enough to create a mail merge export with the correct fields in it. +{{ :​2018-08-08_11h43_14.png? }}
  
-<​WRAP ​center ​round info 60%> +<WRAP round tip> 
-The reason you have the option to tick all is for when letters are attached back to the system, as this will allow you to create a letter for everyone.+To tick all sources use the {{:​2018-08-08_11h24_57.png?50|}} boxes to either tick all or un-tick all
 </​WRAP>​ </​WRAP>​
  
-With a client ​ticked, click on the preview button, you should see a screen similar to this:+4. With all sources ​ticked, click on the preview button ​{{:wiki:2018-08-08_11h39_53.png?​}}
  
-{{:​wiki:​letters_merge_exported.png|}}+5. The number of sources in your CareFree depends on how long this export will take. A progress bar will load indicating a visual of completion
  
-This has exported an XLS file which we will use with Microsoft Word for the merge fields. Attaching the merge template will vary depending on the desktop publishing software you are using. In MS word you need to enter Mailings > Select Recipients > Use an existing list:+{{ :wiki:​2018-08-08_11h40_01.png?​ }}
  
-{{:​wiki:​mailings_useexistinglist.png|}}+6. A prompt will appear letting you know where the merge export has been saved to
  
-This will attach the list to MS word in this instance, you will then build the letter as normal using Insert Merge Field when you need a merge item:+{{ :wiki:​2018-08-08_11h40_08.png?​ }}
  
-{{:​wiki:​insert_merge_fields.png|}} +<WRAP center round important>​ 
- +Remember to note down this location as we will need it to create ​the mail merge document
-<WRAP center round important ​60%> +
-You then need to save the letter, but its important you save the file as a Word Template.+
 </​WRAP>​ </​WRAP>​
  
 +7. Open a new Microsoft Office Word document
  
 +8. Click into **Mailings**
 +
 +9. Click into **Select Recipients**
 +
 +10. Click **Use an Existing List...**
 +
 +{{ :​2018-08-08_11h51_12.png?​ }}
 +
 +11. This will open your file explorer, locate the document we exported from CareFree
 +
 +12. Once you've located the correct file, the following prompt will appear
 +
 +{{ :​2018-08-08_11h55_01.png |}}
 +
 +13. Click **OK**
 +
 +14. In the **Mailings** tab, use the **Insert Merge Field** to enter in what source information you want on the document
 +
 +{{ :​2018-08-08_11h57_59.png |}} 
 +
 +15. Create your letter using the merge fields to enter the source information
 +
 +{{ :​2018-08-08_12h15_34.png |}}
 +
 +16. If the document is needed to be used multiple times, i.e. monthly, the document can be saved but ensure the document is saved as a Word Template. Save the word document as usual but in the **Save as Type** drop down change this to **Word Template**
 +
 +{{ :​2018-08-08_12h21_47.png |}}
 +
 +17. To run the mail merge ensure you have the correct merge document open, go to **Mailings**
 +
 +18. Click **Finish & Merge**
 +
 +19. Choose the most appropriate option, we recommend to **Edit Individual Document** to allow you to review the letters
 +
 +{{ :​2018-08-08_12h30_09.png |}}
 +
 +20. Ensure **All** is selected then click **OK**\\
 +{{:​2018-08-08_12h26_40.png|}}
 +
 +21. The mail merge will then complete all the merge fields with the exported information we retrieved from the  CareFree export
 +
 +{{ :​wiki:​2018-08-08_12h36_06.png |}}
 +
 +<WRAP center round tip>
 +Each page of the merge will be an individual source allowing each page to be sent individually
 +</​WRAP>​
  
letters.1505138720.txt.gz · Last modified: 2017/11/23 14:24 (external edit)

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