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This page guides you through the process of creating and maintaining a MS word mail merge templates.

These are the topics on this page:

  • Introduction

  • Index of existing Templates

    • Creating
    Table of Contents
    stylenone

    Generating a Mail Merge document

  • Selecting records for Mail Merge

    • Introduction

    The Brevity application is supported by mail merge functionality. The Mail Merge function allows the organisation to incorporate data from any of the records maintained within the product and that includes custom records into custom designed MS Word reports. The mail merge function enables the organisation to report on both individual as well as lists of records.

    The mail merge function is accessed by selecting the Mail Merge link located within the ribbon bar of the either record itself or the the Record list page.

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    Index of existing Templates

    The following table provides a listing of the mail merge templates by record that are available within Brevity.

    Record

    Mail Merge document name

    Quote

    lead.docx and leadservices.docx

    Client

    client.docx

    Client Plan Review

    planreview.docx

    Client Medical History

    medicalhistory.docx

    Client Incident

    incident.docx

    Client Service Schedule

    serviceschedule.docx

    Client About Me

    clientprofile.docx

    Client Funding

    clientfunding.docx

    Service Templates

    servicescheduletemplate.docx

    Service Provider

    account.docx

    Client Group

    clientgroup.docx

    SIL Service Templates

    servicescheduletemplatesil.docx

    Service Schedule Client

    servicescheduleclient.docx

    Client Invoice batches and Funding Claims

    invoicebatch.docx

    Client Invoice

    invoice.docx

    Employee

    user.docx

    Employee Incident

    incident.docx

    Employee Available Shifts

    serviceschedule.docx

    Employee Appraisals

    appraisal.docx

    Employee Shifts

    serviceschedule.docx

    Employee Leave

    leaveperiods.docx

    Employee Staff Warning

    staffwarning.docx

    Availability

    availability.docx

    Employee Service Schedules

    servicescheduleemployee.docx

    Employee Timesheets

    timesheet.docx

    Employee Onboarding

    onboarding.docx

    Care Management Needs Assessment

    needsassessment.docx

    Care Management Support Coordination

    supportcoordination.docx

    Care Management service delivery

    supportcoordinationservicedeilvery.docx

    Care Management plan management

    pmplan.docx

    Care Management plan management invoice

    pminvoice.docx

    Administration - Language

    language.docx

    Administration - Qualification

    Qualification.docx

    Administration - Service Types

    Servicetypes.docx

    Administration - Price lists

    Pricelists.docx

    Administration - Expense Type

    expensetype.docx

    Administration - Public holidays

    publicholiday.docx

    Administration - pay rate loading

    payrateloading.docx

    Administration - goal

    goal.docx

    Administration - Employee position

    employeeposition.docx

    Administration - Cancellation Policy

    cancellationpolicy.docx

    Organisation

    organisation.docx

    Branch

    branch.docx

    Creating a Mail Merge

    The mail merge function within Brevity is accessed by selecting the Mail Merge button that is located within the ribbon bar on either selected records or the record listing page. Clicking the Mail Merge button will open the mail merge panel and present a listing of mail merged word documents that have been uploaded into Brevity.

    The example provided under this section relates with the support coordination.

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  • Click on the (blue star) button located in the ribbon bar to expand the mail merge panel of the record page for the selected record set that you would like to generate the mail merge from.

    • To download the blank template that will be used to create the mail merge document, click the Download template link to present the following pop-up screen within the browser, which in this case

    Image RemovedSelect the OK button to open the template into MS word

    Once MS Word opens:

    Enable editing

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    If the developer tab is not displayed within your word interface observe as follows

    On the File tab, go to Options > Customize Ribbon.
    Under Customize Ribbon and under Main Tabs, select the Developer check box.

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    With the Developer tab now displayed select it.

    Image RemovedSelect the XML Mapping Panel from within the developer panel to open XML Mapping Panel located to the right of the word document.
    Image Removed The Custom XML Part field is comprised of a drop down listing of XML part.
    From the Custom XML Part drop down list select the http://brevity.com.au/ XML part from the drop down list, which in this case would be supportcoordination data set that you are merging into the template.
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  • Establish the document structure, that includes your tables imagery, static text and formatting.

    • Map the merge fields into the template

    From the Custom XML Part drop down list select the http://brevity.com.au/ XML part
    As per the image below expand the http://brevity.com.au/supportcoordination XML part, will list the supportcoordination data fields that are available for assignment into the word document.

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    Position the mouse cursor within the template to indicate the location of where the merged field will be placed.
    To assign the data links position your cursor in the word document where the data link will be located.
    Right click the data element from within the XML list to present a floating menu, listing the option > Insert Content Control.

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    Selecting the menu option > Insert Content Control, will list a set of object options. Select the option Plain Text.
    Image RemovedThe selected item of data will be positioned into the word document.Image Removed

    Repeat these steps until all the necessary data fields have been embedded into the word document.

    To add a Repeating Control:

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    If you intend on reporting on multiple records, you will need to add a repeating control in your template. The repeating control will need to include all the merge fields and static text.
    To add the repeating control, firstly select all the text within your document by pressing CTRL+A on your keyboard, then right-click on the first child under the root node in the XML Mapping Pane, then select Insert Content Control and then Repeating..

  • Save the word document off onto a drive folder.

    • From within the Mail Merge panel select the Upload document link to open the File Upload screen within the browser.

    Image RemovedWithin the File Upload window, search for and select the mail merge document.
    Select OK to update the Mail Merge panel with the selected merge document
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  • To undertake a mail merge, ensure the required record is selected either from the record page or the record listing.

  • Select the floating menu as denoted within the […] to the right of the word document. Select the Mail merge option to generate your mail merged support document.

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    An example of the output is shown on following

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    • Selecting records for Mail Merge

    Brevity offers three approaches for selecting client image-20240227-041742.pngImage Added

    To generate a Mail Merge document for one or more records observe the following steps:

    1. Click the Mail Merge icon located to the top right of the form to make visible a listing of the mail merge documents that have been customised against the form.

    2. From the record list select the records that are to be reported into the mail merge. Ensure that the mail merge selected supports the reporting of multiple records.

      image-20240227-043510.pngImage Added

    3. Click the action icon located to the right of the mail merge document, and select Mail Merge.

    4. A mail document will be generated to your download folder that contains the information applicable with what is contained within the selected record. Note please that the word document name will be identified as merged with a numeric reference.

      image-20240227-043112.pngImage Added

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    Record Selection

    There are three approaches available when selecting records that will be reported into the custom designed MS Word reports, however please note that if you are selecting multiple records you must ensure that the mail merge document has been configured to support the listing of multiple records.

    Those approaches are outlined as follows:

    • Single Selection. Single selecting the Selecting a single record, for example client, the mail merge will be applied only to this that client.

    • Multiple Selection using Shift Key.  Click Selecting multiple records, for example clients, click on the first record client A that will be reported into the mail merge, hold down the shift key on your keyboard and select the last record client B that will be reported into the mail merge. All the clients in records between client record A and client record B will be selected.

    • Multiple Selection using Ctrl Key. Hold Selecting multiple records, randomly, hold the ctrl key on your keyboard and click the name of the clients you want to report record names that are to be reported into the mail merge.