Mail Merge

Mail Merge is under Process.

Mail Merge is a powerful tool for creating personalized documents by merging a standard template with specific employee data. This feature is especially helpful for efficiently generating customized letters, emails, or reports for multiple employees. 

With Mail Merge, you can create a single template that is automatically filled with individualized data for each recipient. This process ensures that each document is tailored specifically to the recipient while saving significant time and effort compared to manual customization.

You can use this functionality to mail merge either an Email Template or a Word Template on this screen, making your communications more effective and streamlined.

Email Template 

Email Template is defined in Master Management ⇒ Email Template.

Steps to Mail Merge using Email Template:

1. Select the Email Template: From the Email Template drop-down list, choose the template you wish to use.

2.  Ignore "Word Template (Optional)": skip this step if you don't need to use a Word Template.

3. Ignore "Data Source for Word Template": This is not needed for the email merge process.

4. Select Employees: Choose the Employees you wish to include in the mail merge. Use the Show button (Show Active, Show Inactive, and Show All) to display the terminated employees if needed.

5. Preview Email (Optional): Check the "Preview Email" to see a preview of the email before sending it.

6. Ignore "To Word", and "To PDF": Skip these options since you're focusing on sending emails.

7. Send Emails: Click the "To Email" button to start sending the emails to the selected employees.

Word Template

You can define your own Word Template using Microsoft Word or download the sample Word Templates as Mail Merge Word/Excel Document Templates.

Steps to Mail Merge Using a Word Template:

1. Select the Email Template (Optional): Select an Email Template if you wish to send the merged result to employees via email.

2. Upload the Word Template: Upload the Word Template (.dotx) you want to use by clicking the Select File button.

3. Select the Data Source for Word Template: Choose the appropriate data source for the Word Template:

   • Employee Master: Use the Employee Master as the data source. Refer to the Merge Code for Employee Master.

   • Payroll/Mid-Month Payroll:  Use the Merge Code for Pay Slip. The system will automatically use the payroll batch with the highest batch number as the data source. To generate a mail merge for a specific payroll record, open the Payroll Record Amendment screen and use the Print function.

   • Expense Autopay Batch: Use the Merge Code for Expense Claims Application. The system will use the autopay batch with the highest batch number as the data source. To generate a mail merge for a specific expense entry, go to the Expense Entry screen and use the Print function.

4. Select the Employees:  Check the checkboxes for the employees you wish to include in the merge. Use the Show button (Show Active, Show Inactive, Show All) to display terminated employees if needed.

5. Execute the Merge:

   • Click the To Word button to merge the data into a Word Document.

   • Click the To PDF button to merge the data into a PDF document.

   • Click the To Email button to send the PDF Document as an email attachment.