Mail Merge Templates for Submittals

Mail merge templates allow you to extract data from e-Builder and export it into a Microsoft Word® or Adobe PDF® document. This eliminates the need to enter information into a Word document manually and reduces the margin for error.

In the Submittal module, mail merge templates can be created for submittal items or submittal packages. These templates are used in a number of ways. When generating a transmittal, you can do so based on any of the mail merge templates you've created. Having a system-generated document ensures the integrity of your data and it's a quick and easy way to consolidate information you've already entered once, in a ready-to-read format.

The procedures for working with submittal mail merge templates are:

It is recommended that you download the default Submittal template to start with. Although this template can be modified, the default one is complete with all necessary field mappings. Having a template on file also gives you the ability to make necessary changes as they arise, without having to start over from scratch.

To add a mail merge template

  1. Open Submittal Settings.
  2. Click Mail Merge Templates. The Mail Merge Template page is displayed.
  3. To make changes to the default template, click the Download Default Submittal Template link.
  4. Save this document locally and make any necessary changes to it.
  5. On the Mail Merge Templates page, click Add New Template.

    6. The Add Mail Merge Template page is displayed.

  6. Enter the following details in the required fields:
    • Name: Enter a name for the template.
    • Status: Select either option to mark the template's status as Active (available for use) or Draft.
    • Output: Set either option to specify the output type (Word or PDF).
    • File: Click Choose File to search for and upload the default submittal template saved in step 4.
  7. In the Project Assignments section, select the project(s) that you'd like to assign the template to. Click the right arrow to move the project(s) to the Assigned to these Projects area on the right.

    8. If you do not specify the project(s) that will use this template, the template will be available in all projects.

  8. Click Save.The template is added to the list on the Mail Merge Templates page.

To edit submittal mail merge templates

  1. Open Submittal Settings.
  2. Click Mail Merge Templates. The Mail Merge Templates page is displayed.
  3. Click the name of the template you wish to edit. The Mail Merge Template Details page is displayed.
  4. Click Edit. The Edit Mail Merge Template page is displayed.
  5. Make any or all of the modifications listed below:
    • Name*: Edit the name specified for the template.
    • Description: Add, edit or remove the description of the template.
    • Status*: Select either option to mark the template's status as Active (available for use) or Draft.
    • Output*: Set either option to specify the output type (Word or PDF).
    • File*: Click Choose File to search for and upload a new or edited submittal template.

    6. Ensure that you do not leave any of the required fields blank (marked with an *).

  6. In the Project Assignments section, select the project(s) that you'd like to assign the template to. Click the right arrow to move the project(s) to the Assigned to these Projects area on the right. Click the left arrow to move the project(s) back to the Projects area on the left.

    7. If you do not specify the project(s) that will use this template, the template will be available in all projects.

  7. Click Save.