Document Merge Options

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Overview

Document Merge Options determine the recipients for the Document Template.

Document merge options

Most Document Templates prompt the user to select document merge options, which are explained below:

File:test/insolvency/100_8+Documents/070_Document+Merge+Options/MergeOpt1.png

1.    From the Standard toolbar, click on Circulars & Mailing > Documents > General.

File:test/insolvency/100_8+Documents/070_Document+Merge+Options/MergeOpt2.png

2.    Click on General Letter, as shown below.  The following window appears.

File:test/insolvency/100_8+Documents/070_Document+Merge+Options/MergeOpt3.png

Click [Next].

3.    Click on All Creditors.

You will see all the creditors selected on the right hand side.

File:test/insolvency/100_8+Documents/070_Document+Merge+Options/MergeOpt4.png

At this stage, you may select one or all of the listed creditors by de-selecting the checkbox against the creditor’s name.

4.    Click [Next].  A confirmatory screen is shown.  If the recipients are not what is required, click the [Back] button to return to the previous screen.  Otherwise, click [Next].

File:test/insolvency/100_8+Documents/070_Document+Merge+Options/MergeOpt5.png

5.    The next screen shows the Replace Fields in the current document and the text that they will be replaced with in the merge operation.

File:test/insolvency/100_8+Documents/070_Document+Merge+Options/MergeOpt6.png

At this stage, any incomplete or incorrect value can be amended or updated.

Note

In the screen above, values for the current user’s phone and e-mail are not completed ([RF_CURRENTUSER_MAIL] and [RF_CURRENTUSER_PHONE]).  To update the values, simply add the relevant information into the user’s details in the system.  Other information may be located in Corporate Info (or Personal Info for individual insolvency jobs) or the Appointment screen.

Click [Next].

6.    The next screen allows you to preview the document as well as set other properties for filing in the document management system.

File:test/insolvency/100_8+Documents/070_Document+Merge+Options/MergeOpt7.png

As this is a mail merge document – that is, it is being merged to two different creditors, it is important that the [Output as Merged Document] field is selected.  This will allow you to check and confirm that all the creditor information required is carried through to the previewed document.

Click [Preview] to view the document.

Once you are happy with the document, click [Next] to continue with the wizard.

7.    The next screen allows the document to be sent to a recipient for authorisation, or for the document to be self-authorised, depending on security permissions.

Clicking [Authorise Now] enables the document to be authorised and to be passed to a selected user for review and to send.

File:test/insolvency/100_8+Documents/070_Document+Merge+Options/MergeOpt8.png

8.    Select a user from the left-hand panel.  The message can be amended as necessary.

Clicking [Next] will send the e-mail and create a ‘document dispatch’ task for the user, with links to the document.

File:test/insolvency/100_8+Documents/070_Document+Merge+Options/MergeOpt9.png

9.    Alternatively, you may click [Request Authorisation] to request authorisation from another user.

File:test/insolvency/100_8+Documents/070_Document+Merge+Options/MergeOpt10.png

A ‘document authorisation’ task is similarly created for the selected user:

File:test/insolvency/100_8+Documents/070_Document+Merge+Options/MergeOpt11.png

Note

Both the ‘document approval’ and ‘document authorisation’ tasks may be re-assigned to another user if required.

Once the authorisation has been completed, click [Next] to move to the final screen of the wizard.

10.    The final screen allows you to review the final document in the Document Management screen.

File:test/insolvency/100_8+Documents/070_Document+Merge+Options/MergeOpt12.png

Click [Finish] to leave the wizard.

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