Adding MergeFields to Template Letters

MergeFields are updated with client information when case-specific letters are generated from Service Infractions.

Before you begin

Microsoft Word must be installed on your system.

About this task

Template letters must be created for multiple Service Infractions stages. You can compose a template letter and replace content with dynamic fields or add dynamic fields as you compose your template letter.

The steps outlined here are for Word 2013. For help locating the MergeField option in other versions of Microsoft Word, please refer to Microsoft documentation for your product.

Procedure

  1. Open a new Microsoft Word document.
    Alternatively, you can open a previously created .docx letter that should be updated with dynamic fields.
  2. Place the cursor where the dynamic field should appear.
  3. Click the Insert tab.
  4. Click Quick Parts > Field.
  5. In the Field names list, click MergeField.
  6. In the Field properties frame, in the Field name field, type the name of the template letter field to be used.
    For example, ViolationCount.
    Type the field name exactly as it is listed in the reference table. Service Infractions ignores capitalization but if there are any spelling errors the field will not be populated with case-specific content.
  7. Optional: Select a Format for the text to appear in (in the template letter).
    For example, if you are inserting FirstName, you may want to use the First capital format. Note that the selected format may not be respected by some databases.
    The Field dialog box with MergeField selected under Field names and First capital selected under format.
  8. Click OK.

Results

The merge field is added to the document.
The words Dear <<FirstName>>:

What to do next

Add as many merge fields as needed for your letter. When you have finished adding fields, save the letter in .docx format.