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Mail Merge

Mail Merge​

The mail merge feature in DockMaster allows for merging data from files to MS Word documents, laser labels, and HTM documents (For emails). Mail merge documents must have the appropriate dictionary names for the file that the data is being extracted from. Note this routine is not utilized for PDF merges.

Mail Merge Main Form

File Name - This field contains the data file that will be used for the mail merge. Note that not all files in DockMaster may be access for mail merges. Refer to the DockMaster Data file table for a list of available files.

List Name - This field contains the list name that will be used for extracting the item id's from the file when merging. This field is no

Item ID - This grid listing allows for entry of one or more item ids to be used for extracting the item id's from the file when merging.

Document Type - This dropdown field contains the type of document that is being merged.

  • Standard = MS Word documents and HTM documents for letters, and flyers.
  • Labels = MS Word label templates for customer and vendor file address labels and envelopes. If selected the Labels Per Page filed will appear. The default number of labels per page is 30.

Word Document - This path is used to select the MS Word document to merge to for letters, and labels.

Email Template - This path is used to select the HTM document to merge to for embedding the merge into emails.

Print - When selected the merge document will open in MS word in preview mode for viewing prior to printing.

Email - When selected the merge document will not open in preview mode, instead the merge to email will be performed and the emails will be sent. This field is not accessible with printing labels

Both - When selected the merge document will open in MS word in preview mode for viewing prior to printing and the merged document will also be sent to email. This field is not accessible when printing labels.

Generate Labels​

To mail merge labels from DockMaster the listed items below are required;

  • An MS Word label template with merge fields defined containing dictionary items.
  • Label stock that matches the template.
  • Specific item id's or a list that has been defined in report generator. (If no item id's or list is selected then all item id's in the file will print.)
  • MS Word application must be installed on the workstation that will be generating the labels.

Create the labels.​

  1. Select the item ids in report generator and the use the create list feature to save the list. Make a note of the list name. this step can be skipped if individual item id's will be entered instead.
  2. From the menu select, System Administration, Mail Merge.
  3. Enter the file name to use. CM  for customers and VM for vendors.
  4. Enter the list name that was created in report generator in step one. or skip this field and enter the item id's in the Item ID grid.
  5. Choose labels from the document type.
  6. Confirm that the labels per page default matches the label stock, if not change it to the proper number.
  7. In the word document field browse to where the label template has been saved.
  8. Verify that the stock is in the printer and click the print button. The labels will be generated, Please be patient as it may take awhile before the document appears.
  9. Once the merge has been completed the document will appear in MS Word. The labels can be printed as is or edited to remove labels or change the font.

Note: Label templates can be downloaded from the manufacturer's websites. The dictionary items can be added to the label template and then saved. Also note that different version of MS Word will merge and print based on the style sheet defined.

The dictionary items listed below can be copied and pasted directly to the label template. If the second address line is not needed then it can be removed.

Customer File dictionary items​

^FIRST.NAME^ ^LAST.NAME^
^ADD1^
^ADD2^
^CSZ^

Vendor File dictionary items (Prints the vendor order name, and order address. if payment address is needed change the dictionary items)​

^NAME^
^ADDR1^
^ADDR2^
^CSZ^