The mail merge tool combines a letter template with the people who meet your criteria to form a batch of letters. These letters can then be printed, saved and e-mailed, or discarded. Start the mail merge process by clicking on Mail merge to letters and e-mails from the Letters, mail merges and mailing labels panel either on the VSys main screen or from within a project.
Select a letter template to be merged with. You can edit letter templates from here using the Edit templates link.
Choose whether to send one letter to each person at an address, or if multiple people at a shared address receive only one letter.
Choose how the people receiving this letter are selected, either Using specific criteria or By adding them individually or from lists. (The latter is only available for some types of letters).
If you've chosen By adding them individually or from lists, use the Person editor to find and select people by entering a last name, date of birth, or phone number. You can also use the "..." button to bring up the regular search tool, or Add from list and Remove those on a list to add/remove people from the recipients using lists.
If you've chosen Using specific criteria, set the filters for the people to be included. People are only included if they meet all of the criteria you specify. Note: the filters available will vary depending on the type of letter being sent. Add additional filters as necessary using the Add another filter link.
Configure the address filtering. Choose which address types are preferred by setting an order here. Include (any) as the last fallback address type if you want the letter to go to any valid address even if it's not selected here. Then include or exclude incomplete addresses (those missing one or more of an address line, city, state and zip/postal code), and whether people who don't have an applicable address should be excluded or included.
Add one or more sort criteria on the right side to make VSys sort the letters into a particular order, perhaps alphabetically or by zip code. Letters will first be sorted by the topmost field, then the second field, then the third, and so on. The and arrows next to each field indicate that the field will be sorted ascending (A-Z) or descending (Z-A), respectively. Not setting sort criteria will result in the letters printing in arbitrary order.
Filter applicable details, in this case "Trainings", and optionally require that everyone getting the letter have one or more qualifying items (trainings). You can use the Sorting tab to control how these items (trainings) are sorted for each person. In this case here you'll probably want to do these in order by the Start date of the trainings.
Click on the Run button.
VSys will find all of the people who meet your criteria, then combine them with your letter template. The results, if any, will then appear on screen.
The File, Tools and Defaults links on the left-hand side refer to your settings here, not to the letters produced. Once you've gotten your settings down, if you intend to do this same or similar merge again, Save the settings. Next time you run a mail merge, you can click on the Load link and re-load those settings.
To exclude people who have recently received a similar letter, you can add the filter Letter sent. In the options VSys brings up, you can set the criteria for recency, letter types, etc. in order to not repeat the same or similar letters over and over.
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arrows next to each field indicate that the field will be sorted ascending (A-Z) or descending (Z-A), respectively. Not setting sort criteria will result in the letters printing in arbitrary order.