Differences

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--- letters [2017/09/11 16:15]
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+++ letters [2021/10/22 12:36] (current)
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@@ Line 1: / Line 1: @@
-====== CareFree Letters & Mail Merges ======
+====== CareFree Mail Merges ======
-===== Exporting a Merge Template =====
+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.
-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.
+. Go to **Letters** from the top menu bar in CareFree
-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.
+{{ :wiki:letters_main_menu.png? }}
-You can access the letters system from the top menu bar:
+. To export a merge template change the **Source** drop down box to export clients, carers, staff etc.
-{{:wiki:main_menu_letters.png|}}
+{{ :wiki:2018-08-08_11h21_58.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:
+. When the correct source has been selected tick __all__ sources on the left of the screen
-{{:wiki:letters_lefthandside.png|}}
+{{ :2018-08-08_11h43_14.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.
+<WRAP round tip>
+To tick all sources use the {{:2018-08-08_11h24_57.png?50|}} boxes to either tick all or un-tick all
+</WRAP>
-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.
+. With all sources ticked, click on the preview button {{:wiki:2018-08-08_11h39_53.png?}}
-<WRAP center round info 60%>
+. 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
-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.
+{{ :wiki:2018-08-08_11h40_01.png? }}
+. A prompt will appear letting you know where the merge export has been saved to
+{{ :wiki:2018-08-08_11h40_08.png? }}
+<WRAP center round important>
+Remember to note down this location as we will need it to create the mail merge document
 </WRAP>
-With a client ticked, click on the preview button, you should see a screen similar to this:
+. Open a new Microsoft Office Word document
-{{:wiki:letters_merge_exported.png|}}
+. Click into **Mailings**
-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:
+. Click into **Select Recipients**
-{{:wiki:mailings_useexistinglist.png|}}
+. Click **Use an Existing List...**
-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:
+{{ :2018-08-08_11h51_12.png? }}
-{{:wiki:insert_merge_fields.png|}}
+. This will open your file explorer, locate the document we exported from CareFree
-<WRAP center round important 60%>
+. Once you've located the correct file, the following prompt will appear
-You then need to save the letter, but its important you save the file as a Word Template. (*.dotx)
-</WRAP>
+{{ :2018-08-08_11h55_01.png |}}
+. Click **OK**
+. 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 |}}
+. Create your letter using the merge fields to enter the source information
+{{ :2018-08-08_12h15_34.png |}}
+. 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 |}}
+. To run the mail merge ensure you have the correct merge document open, go to **Mailings**
+. Click **Finish & Merge**
-==== Importing a merged letter ====
+. Choose the most appropriate option, we recommend to **Edit Individual Document** to allow you to review the letters
-Now that you have saved the letter you can re-attach it back into CareFree.
+{{ :2018-08-08_12h30_09.png |}}
-{{:wiki:letters_reattach.png|}}
+. Ensure **All** is selected then click **OK**\\
+{{:2018-08-08_12h26_40.png|}}
-Notice this time we tick letters, and using the magnify glass we have searched for and attached the letter. We have also selected all the clients with the tick button towards the bottom, this will create a letter for each of the individual clients.
+. The mail merge will then complete all the merge fields with the exported information we retrieved from the  CareFree export
-Just press Preview or Email depending how you want to send the file.
+{{ :wiki:2018-08-08_12h36_06.png |}}
-<WRAP center round info 60%>
+<WRAP center round tip>
-The branches section allows you to filter the client or carer list further, with all branches selected you will see everyone in the left hand side list.
+Each page of the merge will be an individual source allowing each page to be sent individually
 </WRAP>

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