Monday, November 5, 2018

Performing Mail Merge (Letter Merge) for both Customer and Contact (Multiple Entities)

Mail Merge only works on a per record basis. There is currently no option to perform mail merge with multiple entities or record types.


Customer Type = Company
Company Name = ABC Corporation
Address = 123 Hollywood Blvd, Los Angeles CA 12345
Contact = John Doe
Address = 456 Bellevue Rd, San Francisco CA 56789

We can use the tags NLNAME and NLADDRESS, however, the option is to only send it to one record type. In this sample, if we perform Mail Merge for Customers, the output is:

Hello ABC Corporation,

Pls verify your Address: 123 Hollywood Blvd, Los Angeles CA 12345

When this is sent to the Contact, the output is:


Hello John Doe,

Pls verify your Address: 456 Bellevue Rd, San Francisco CA 56789

There is no option to have both the Customer and Contact details on one merge document.

The workaround is to create a saved search that will be used as the Data Source File.

Create the Saved Search:

1. Navigate to Lists > Search > Saved Searches > New
2. Select Type = Customer
3. Create the Saved Search with the columns that will be used for the Mail Merge

  Label = Customer/Contact List
  Criteria = [left blank]
  Results =
    Contact: Name
    Contact: Address

4. Click Save and Run
5. Export the file as CSV
6. Save this in your desktop

Perform the Mail Merge:

1. Go to Tools > Letter and Mailings > Mail Merge
2. Select Document Type = Letter
3. Select a Starting Document > Use the Current Document
4. Click Next: select your Recipients
5. Select Recipients > Use an Existing List > Next: Write your Letter
6. Select the Data Source (select the exported CSV File from the Saved Search)
7. Write your Letter
8.  Put the cursor on the Document > click More Items > Select and add the NL Tag as required
9. Do the same step for all the other NL Tags
10. Next: Preview your Letter
11. Next: Complete the Merge
12. Once completed, save the file by going to File > Save As > Save it in your desktop.

Notice that the merge document now contains both the Customer and Contact details based on the Data Source.

Note: Possible workaround for Enhancement 127117 : Documents > Mail Merge > Bulk Merge : Have an option on what fields will be included in the sample source file 

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