Mail Merge

Creating new document template:

Now you can create your first document template. To do so, go to to Document Template. For example, you want to create a document template for a “Certificate of employment”.

Select “New” and type “ARBEITSBE” in the code and “Certificate of employment” in the designation.

On the next step, please select the corresponding merge fields. Click on the  “Form letter code” column and create here a new “AB” setting for the certificate of employment.

Now select “Edit” and create the desired export fields for your certificate of employment using the table cells. Tables “79 Company Data”, “3009080 Personnel Master Data” and “2000000120 Users” are allocated by default. No other tables can be added.

The adjustment is so flexible that you can select other fields of the referencing tables in Ref. field name. This means, for example, that if you select the Departments table, you can transfer fields within the Departments table.

Once you activated all the required fields, please select OK.

Creating new Word template:

As a next step, you must now create the Word template. Use the “Create” function from the ribbon. If you have already created a template, the following message will appear: Do you want to replace the existing file attachment?

If you want to replace the existing template, click “Yes”. If there is no Word template, this message will not appear. You can edit an existing template by clicking “Open”. You can now insert the required fields via “Insert merge field” and create your Word document template (formatting, logos, etc.) in the opened Word document. You can use the “Address header” field for address details, then it automatically inserts the corresponding fields.

Please close now the WORD template (do not save) and the following message will appear: Import file attachment: ARBEITSBE Certificate of Employment?

Select Yes. The Word template is now saved in your database. A check mark is now set in the “File attachment (Word)” column. Please select another number series “Word” to number documents consecutively.

Creating language-dependent template:

If you want to create the same template depending on the language, select the “Languages” function from the ribbon and enter the desired language code, e.g. FRS for French (Switzerland). Select again the same form letter template as before and click “Create” in the ribbon. The Word document will launch and you will be able to create the French version of the Word template.

Once this is created, please close the Word template (do not save) and import the template. You can open and change the template at any time by clicking “Open” in the ribbon. The latest version is stored in the database.

Creating form letter for all or selected employees:

Now go to the Employe List and select in the Form letter.

Select the desired template, in our case “Certificate of employment”. The form letter will start automatically and can be printed.

If you want to save this letter, you can do that now right in Word.

Creating form letter for individual employees:

If you want to create the certificate of employment only for a single employee, select Dossier in the Employee list. You will find here the letters or other documents created per employee. Select Form letter again.

Select the desired template and click OK. The Word document will open. Print the document and finish, not just close. Otherwise, the link to the employee will be lost. Select OK when importing:

The document is now imported in the dossier and can always be displayed again by clicking “Open”.