Exact Synergy Enterprise

Creating and modifying Word Merge templates

Menu path

Documents à Setup à Word Merge à Templates

Introduction

The new Word Merge application offers a wide range of improvements over the current merge functionality. With this new application, a new template management system has been introduced for users to manage the templates in Exact Synergy Enterprise. For more information, see Overview of Word Merge template groups and templates.

Upon creating templates, users can set access rights to limit who can use the templates based on roles and people.

Roles and rights

To view the overview of template groups and templates, function right 897 – Maintain Word Merge or 898 – Allow to create Word Merge templates is required. Users with the Documents administrator role have these function rights.

Notes:

For more details on function rights, go to System à Security à Function rights.
For more details on roles, go to System à Security à Setup à Roles.

What version are you using?

The information in this document is based on product update 250.

How do I create a template?

On the Word Merge template page, click Template: New.
On the Word Merge: Template - New page, define the relevant fields.
Click Save to save the settings or Save + New to save the settings and create another template.

Keep in mind: All fields with the “!” icon are mandatory.

How do I modify a template?

On the Word Merge template page, click to expand the related template group.
Click the required template.
On Word Merge: Template page, modify the relevant fields.
Click Save to save the settings.

Keep in mind:

If you did not define a mandatory field and clicked Save or an error was encountered while saving, the Template (MS Word) field will be automatically cleared and you must select the Word Merge template again. This is a browser default functionality.
Users can also download the template file in the edit mode by clicking Download.

How do I set access rights to a template based on roles?

On the Word Merge template page, click to expand the related template group.
Click the required template.
On the selected template page, click the Roles tab.
Click New.
On the Role: Template page, define the relevant fields.
Click Save to save the settings or click Save + New to save the settings and add another role. For more information, see Setting and modifying access rights for Word Merge templates groups and templates - Roles.

Keep in mind: The New button will be disabled if the Inherit security from the group check box is selected. Clear the check box and save the settings. Access the template again, and the New button will be enabled for the Roles tab.

How do I set access rights to a template based on people?

On the Word Merge template page, click to expand the related template group.
Click the required template.
On the selected template page, click the People tab.
Click New.
On the Person: Template page, define the relevant fields.
Click Save to save the settings or click Save + New to save the settings and add another role. For more information, see Setting and modifying access rights for Word Merge template groups and templates - People.

How do I delete a template?

On the Word Merge template page, click to expand the related template group.
Click the required template.
On the selected template page, click Delete.
A confirmation message, "Are you sure that you want to delete this record?" will be displayed. Click OK.

Buttons

Fields

General section

Group

Select a template group for the template. This is mandatory.

Name

Type a name for the template. This is mandatory.

Description

Type a short description for the template.

Template (MS Word)

Select a Word Merge template to be uploaded. The supported file format for Word Merge templates is .docx. For more information, see How-to: Creating Word Merge templates from Word Merge schemas. This is mandatory.

Document type

Select a document type for te final merged document. Word Merge will create a document based on the selected document type when the template is used for merging. There must be no mandatory fields in the definition of the document type. This is mandatory.

Language

Select the language to be used for the tags in the template. Only tags that support different languages will be affected.

Merge type

Select the merge type that the template is allowed to use.

Card - Select this option for single merge process only.
Search - Select this option for bulk merge process only.
Both - Select this option for both single and bulk merge processes.

Merge method

Select the merge method that the template is allowed to use.

Letter - Select this option for create letter merge process only.
Email - Select this option for mail merge process only.
Both - Select this option for both create letter and mail merge processes.

Security level

Select a security level for the template. Only people with the same security level or higher will be allowed to use the template. For more information, see Details on security levels.

Inherit security from the group

Select this check box to allow the template to inherit the same access rights based on roles and people from the template group. By default, it is selected.

Settings section

This section displays the relevant fields with their default values, based on the template group selected at the Group field under the General section. You can define the fields, as required.

Reference number

Select this check box to enable the Reference number field to be used as a tag in the template. For more information, see How-to: Customizing and using Word Merge Reference number field.