Processes Mail Merge Templates

The information below and procedures apply to both process details and process logs mail merge template. The difference between the two is that process details include line items and process logs include only process level data.

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 Processes module, mail merge templates can be created for process details or process logs. 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.

Below is a list of procedures for working with process mail merge templates:

Add Mail Merge Templates

It is recommended that you download the default Mail Merge Template to start with. Although this template can be modified, the default 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. Go to process settings.

    2. For more information, see Access Process Settings.

  2. Expand Mail Merge Templates.
  3. Click Process Details or Process Logs.

    4. The Mail Merge Template page displays.

  4. Click the Download Default Mail Merge Template link.
  5. Save this document locally.
  6. On the Mail Merge Templates page, click Add New Template.
  7. Complete all required fields:
    • Template Name
    • Make template Active (available for use) or Draft
    • Set output type (Word or PDF)
    • Select the process to apply the template to
  8. Click Browse to search for and upload the default template saved in step 5.
  9. In the Project Assignments section, select the project(s) that you'd like to assign the template to.
  10. Click Add.

    11. The selected project(s) is added to the box on the right.

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

  11. Click Save.

Edit Mail Merge Templates

To edit mail merge templates

  1. Go to Process Settings.

    2. For more information, see Access Process Settings.

  2. Expand Mail Merge Templates.
  3. Click Process Details or Process Logs.

    4. The Mail Merge Template page displays.

  4. Click the title of the template.
  5. Click Edit.

    6. The Edit Mail Merge Template page displays.

  6. Make any or all of the modifications listed below.
    • Change template name
    • Add/Remove/Edit template description
    • Change status - Make template Active (available for use) or Draft
    • Change output type - Export documents to Word or PDF format
    • Change template file - Upload a new mail merge template
    • Assign template to projects
  7. Click Save.