Letter and Email Mailmerge Tasks can be completed automatically via the Tasks Menu. If you have permission to view and/or complete tasks for other Staff within your Department or Agency these may also be accessed via the Tasks area.

1.       Click on the Tasks Menu/Function button.

2.       Use the Calendar to highlight the period for which you wish to view tasks, e.g. today only, this

week etc.

3.       Use the Date Selection Options in the left hand panel to determine which tasks to display in

the task list.

a.       Due Date Within Selection - if this is selected then the tasks displayed will be

all those that have a Due Date within the selected date range.

b.       Commence Date Within Selection – if this is selected then the tasks displayed

will be all those that have a Commencement date within the selected date range. Note that a Commencement date refers to how the Standard Activity has been set up and accounts for the number of days notice required for the task to be completed. e.g. if a task is due on the 20^th and the Standard Activity has 5 days notice required then the Commencement date will be the 15^th.

c.       Due Date up to Selection End – if this is selected then the tasks displayed will

be all those that have a Due Date on or before the last date selected in the Calendar, including those due before the selected date range.

 

4.       At the top of the List of Tasks area, enter your search criteria in the drop down lists; select the
          Staff, Action Type and Status of Tasks to be displayed, click on the Search button.

1.       Select (Highlight) the Tasks that you want to Mail Merge as Letters or E-mail. To select multiple

sequential records click on the first record then hold down the <Shift>key and click on the last record. Alternatively to select non-sequential records click on the first record then hold down the <Ctrl> key while clicking on other records.

2.       When all Tasks are highlighted, click on the Mail Merge button. Alternatively, click on File >

3.       The Tasks Mail Merge Wizard Active Window will be displayed.

4.       Step 1: For any Tasks with an Action Type of Email or Email/Letter the contact that this Task is

targeted to must have Accepts Email enabled on the contact screen for the email to be sent. For any contacts with a Task of either of these Action Types but do not have Accepts Email enabled then you must specify what the system should do with the Task. Select the relevant Mail Merge Option button for New Word Document, Printer or Email.

5.       Click on the Next> button. 

6.       The system will print any Tasks with Action Type of ‘Letter’. For any Tasks with an Action

Type of ‘Email’ for contacts without the Accepts Email check box enabled the Contact screen will perform the chosen operation from Step 1 of the wizard and either merge to a new Microsoft Word® Document, your default Printer or to Email.

7.       Step 2: The task list displays all tasks that were selected before the mailmerge in Step 1

above and will be separated into Completed (Successful) Tasks and Failed (Incomplete) Tasks. For all the Completed Tasks tick the checkbox to automatically mark them as completed by the system. The Failed Tasks list provides error messages stating why that task could not be completed.

8.       Click on Finish to finish the wizard and mark successful tasks as Completed in the system.

9.       Alternatively, Click on Cancel to exit the wizard without marking any tasks as completed.

Note: The location of Mail Merge documents is found by the process below:

1.       If a full path to a document i.e. S:\REM Mailmerge\Listings\list_thanks.doc is on the task then

this path will be used otherwise,

 

2.       If only Listings\list_thanks.doc is entered; the system will look to the ‘mail merge documents

folder’ path that is entered in the Administration > Setup Tables > Setup Options area to locate the document/s required otherwise,

 

3.       If the path that is setup in the ‘mail merge documents folder’ in Administration > Setup

Tables > Setup Options can’t be found on the user’s network, the system will look in the Shared Documents folder on the local machine otherwise,

 

4.       If the documents aren’t found in this folder, the system will look in the user’s My Documents

folder.

 

If the document/s cannot be found in any of the 4 above then the Task will fail to be merged and should appear in the failed error on the last page of the Wizard.