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    Create a Merge Template Document
    • 13 Mar 2024
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    Create a Merge Template Document

    • Updated on 13 Mar 2024
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    Create a Merge Template Document

    Note: You do not need to create templates each time you want to create letters or statements. If you already have merge templates, you can move on to Use Mail Merge to Create Form Letters with Exported FIMS Data and then Create Individual Documents in Word from a Mail Merge.

    Create Microsoft Word documents with a special <HEAD> section to use as your merge templates. A merge template has placeholders for paths to real data from FIMS. You'll use the template to create a saved (or main) merge document. A merge document has paths to real folders.

    After you create merge templates, create saved merge documents containing exported FIMS data. Then you can create individual documents.

    1. Run a trial export for the type of document you want to create. The trial export allows you to choose merge fields for your template. Example exports:

    Grants: Export Grant Information export or Application Export w/ Fund Rep

    Gift Acknowledgements: Gift Acknowledgement Export

    Funds: Fund Statement Export

    2. In Microsoft Word, open the document you'll use for your merge template.

    3. In the top of your document, copy and paste the appropriate paragraph head. See examples below.

    After copying and pasting any of the headers, hold down ALT + F9 on your keyboard to ensure that the fields are added as merge fields. If they aren't merge fields, the letters will not work correctly.

    Note: IMPORTANT: Don't include any spaces in the paragraphs.

    For Fund Statements, copy and paste the following paragraph that includes seven merge fields: FundsExploreDir, ProfileExploreDir, Statement_Description, Base_Period, Base_Year, FundID, and FundRepIdcode.

    <HEAD>path=«FundsExploreDir»;path2=«ProfileExploreDir»;statementdescr=«Statement_Description»;baseperiod=«Base_Period»;baseyear=«Base_Year»;fundid=«FundID»;repid=«FundRepIdcode»;</HEAD>

    (Recommended) For Gift Acknowledgements with Full Path, copy and paste the following paragraph that includes five merge fields: ExploreDir, Fund1_ExploreDir, FullExploreDir, ASF, IDCode, and GiftNum.

    <HEAD>path=«ExploreDir»;path2=«Fund1_ExploreDir»;fullpath=«FullExploreDir»;asf=«ASF»;idcode=«IdCode»;giftnum=«GiftNum»;</HEAD>

    For Gift Acknowledgements to Fund and Profile folders, copy and paste the following paragraph that includes five merge fields: ExploreDir, Fund1_ExploreDir, ASF, IDCode, and GiftNum.

    <Head>path=«ExploreDir»;path2=«Fund1_ExploreDir»;asf=«ASF»;idcode=«IdCode»;giftnum=«GiftNum»;</HEAD>

    For Grant Letters, copy and paste the following paragraph that includes merge fields: AppExploreDir, PayeeExplorerDir, Organization, ProfileExploreDir, DonorAdvisorExploreDir, GranteeIDcode, GrantNum, and Fund1ExploreDir.

    <HEAD>path=«AppExploreDir»;path2=«PayeeExploreDir»;grantee=«Organization»;path3=«ProfileExploreDir»;path4=«DonorAdvisorExploreDir»;idcode=«Grantee_IDcode»;grantnum=«GrantNum»;lettername=granteeapproval;fundpath=«Fund1ExploreDir»;</HEAD>

    For Application with Fund Rep exports, copy and paste the following paragraph that includes merge fields: AppExploreDir, PayeeExplorerDir, Organization, ProfileExploreDir,FundRepExploreDir, GranteeIDcode, GrantNum, and FundsExploreDir.

    <HEAD>path=«AppExploreDir»;path2=«PayeeExploreDir»;grantee=«Organization»;path3=«ProfileExploreDir»;path4=«FundRepExploreDir»;idcode=«Grantee_IDcode»;grantnum=«GrantNum»;lettername=GranteeApproval;fundpath=«FundsExploreDir»</HEAD>

    For Fund Statements for DonorCentral, use the Setup button in Setup Documents for Advisor Fund Statements instead of manually creating a document.. Go to Tools > System Utilities > DonorCentral. The following Head will be created.

    <HEAD>DownloadDirectory=«eAdvisorDownloadDirectory»;EntityId=«eAdvisorEntityId»;FundId=«FundID»;BeginDate=«eAdvisorBeginDate»;EndDate=«eAdvisorEndDate»;Batch=«eAdvisorBatch»;RepExists=«eAdvisorRep»;path=«FundsExploreDir»;path2=«ProfileExploreDir»;statementdescr=«Statement_Description»;baseperiod=«Base_Period»;baseyear=«Base_Year»;repid=«FundRepIdcode»;</HEAD>

    Previously, in 14.72 and earlier, the following Head was created, which prevented statements to fund or profile folders and DonorCentral from the same merge template. Doing them all from the same template may not be appropriate for your foundation.

    <HEAD>DownloadDirectory=«eAdvisorDownloadDirectory»;EntityId=«eAdvisorEntityId»;FundId=«FundID»;BeginDate=«eAdvisorBeginDate»;EndDate=«eAdvisorEndDate»;Batch=«eAdvisorBatch»;RepExists=«eAdvisorRep»;</HEAD>

    4. (For printing only) To prevent the HEAD from printing, select the HEAD paragraph, then select Format > Font. Select the Hidden checkbox, and click OK.

    5. At the bottom of the merge template, enter the following paragraph and set it as hidden text:

    <BOTTOM>

    Note: DonorCentral documents also require the FundID: <BOTTOM>FundId=«FundID»;</BOTTOM>

    6. Save the template merge document.

     You're now ready to use this template merge document to create statements or letters and then automatically enter FIMS data. See Use Mail Merge to Create Form Letters with Exported FIMS Data.

    After creating the Mail Merge document containing FIMS data, you can break the bulk file (that contains many letters and statements) out into individual documents. See Create Individual Documents in Word from a Mail Merge.

     

     

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