Create Word Merge Documents Using the Office Add-In

Word Merge uses the Ungerboeck Microsoft Office Add-In to use wildcards to import feature specific information into a document template. If you do not currently have the Office Add-In, click here for installation instructions.

To create a Word Merge document from Enterprise, you must begin on the Template Documents page. The most used templates are the Account and Event Template Documents; which other templates are accessible to you will be determined by the features you are licensed to. 

Creating a document from Word or from the Documents tab does not enable the Word Merge functionality.

To create a Word Merge Document using the Office Add-In:

  1. Navigate to the Template Documents page for the feature you are adding to: Account Template Documents, Event Template Documents, Financial Template Documents, and others.
  2. Click Add. The Add Template Document window opens.
    • Type: Microsoft Word 
    • Word Merge: Select the check box. The check box needs to be selected for the Word Merge template to be applied. 
  3. Complete the additional fields as needed.
  4. Click OK. Microsoft Word opens.
  5. Select the Ungerboeck tab in the Microsoft Word ribbon. For assistance to connect and troubleshoot the Add-in, see Install the Microsoft Outlook, Office & Excel Reporting Add-In. 
  6. Click Select Template Wildcards. The Select Template Wildcard pane opens.
  7. Change the Source drop-down to the area in Enterprise where the document is used (for example, contracts, events, accounts). The list populates with available wildcards.
  8. Use the Wildcard search field to locate wildcards. Double-click on a wildcard from the list to insert it into the document, or you can also drag and drop the wildcard field into the document. The Wildcard will show with an asterisk either side of the field, such as *Name*.
  9. Complete the text of the document.
  10. Click Save to Ungerboeck from the Ungerboeck tab. A confirmation window appears to confirm the save to the system.
  11. Click OK. The document is now available when using the Add Document from Template functionality in a Documents window or tab.

For more information on how to use EzWriter data fields in a word document, see the Using EZWriter Data Formats with Microsoft Word. To send an email with an attached document which has wildcards, you must use Email and Merge Templates. See Email Templates for more information.

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Comments

47 comments

Date Votes
  • Mavis Yew

    Hi,

     

    I am trying to build a contract document similar to Venue Rental Agreement.docx.

    I have issue when creating the section the below section.

    There will be multiply Booked Space in the contract.

    How can i show all the Booked Space as below?

    Thanks!

     

    0 upvotes

  • Rob Diamant

    I suggest you write your data source details to return all 11 fields (plus anything else needed) in each record. This may require subqueries to get the specific items.

    In the data format you add a table with 3 columns and then insert another table within the middle column that has 3 rows and 3 columns. You will probably have to manually specify the column widths for everything to get the desired formatting.

    0 upvotes

  • Sean Tame

    I find that when inserting the merge fields, they do not take the formatting of the source destination.  This adds considerable time when setting up documents.  Is there any way that when inserting merge tags they can be formatted according to the current text?

    -1 upvotes

  • Theresa Gorman

    We are just looking at using this for venue rental instead of the crystal report, however I can see no way of getting the clauses into the document.  Suggestions?

    -1 upvotes

  • Carrie Spalding

    Sean, I apologize, I missed your question back in June.  Unfortunately, my answer is that this would be an enhancement request.

    Theresa, I am looking into your question.

    Thank you!

    --Carrie

    0 upvotes

  • Carrie Spalding

    Theresa, 

    I believe clauses can be added via Note Classes.  It may be as simple as adding the appropriate Note Class “field” into the Word Merge Document.  That way, if the Contract/Event in question has the Clause it should populate the data into the merged Word Doc.

    Alternatively, if the text in the clause is standard you could also create different Merge Template Documents which already include the clause text.  For example, if it’s a wedding reception and that would include an alcohol clause, the Merge Template has that text already included in the document and you won’t have to worry about trying to pull it into the document from the Contract.  

    Hope that helps,

    Carrie

    0 upvotes

  • Theresa Gorman

    I couldn't see note classes available in any wildcards

    0 upvotes

  • Katie Eisenbath

    Hi Theresa - In order to allow for a Note Class to show up as a wildcard field, you must first create a custom field out of that Note Class. 

    Once that field is added, you will then be able to see the field in your available wildcards.

    Something else to note:  It is recommended that you add this Custom Field onto your window layout.  That way, you are able to see the value in the field that will show up on the document.

     

    0 upvotes

  • Sean Tame

    Hi Carrie and Katie.

    I have been trying to achieve this for a while now and have hit a roadblock at each turn.

    Unfortunately the link above says "Oops You're not authorized to access this page"

    I am guessing it shows how to add a note field onto a layout for inline notes.  But this is not available in contracts.  See this post.  https://supportcenter.ungerboeck.com/hc/en-us/articles/205568477-Configuring-Inline-Notes 

    So then I tried creating an EZWriter data source but anything through SQL does not give you any formatting.  See this post. https://supportcenter.ungerboeck.com/hc/en-us/community/posts/212727128-Word-Merge-EZWriter-and-HTML-text.

    In short, how do we get formatted notes from the DB into Word?

    Thanks.

    0 upvotes

  • Theresa Gorman
    • Edited

    Katie

    There is no 'Add Note' option in the contracts edit layout screen.  The note classes for clauses as configured for 'Use for Contract Clauses' so they would not be available in the events layout to use.  I guess if the 'add note' field was available in contracts then this could work - can't fathom a reason as to why it was left out in the first place.

    0 upvotes

  • Katie Eisenbath

    Hi Theresa - you are correct.  The Contracts window is the exception to this feature, whereby the "Add Field" functionality is not available.  This feature will be available in a future version.  The best solution, as of today, is to create an EZ Writer that includes the Note Class that you are looking to include.   

    0 upvotes

  • Katie Eisenbath

    Sean - I apologize - the article that I had originally attached was an expired article.  We are working to remove all expired articles so they don't accidentally get posted as reference.  You are correct...it was the article that outlines how to add an inline note onto the layout.  Thank you for posting the updated article. 

    0 upvotes

  • Sean Tame

    Thanks Katie for following up.

    Regarding "The best solution, as of today, is to create an EZ Writer that includes the Note Class that you are looking to include.", the question remains, how do we create an EZWriter for formatted notes?

    Please refer https://supportcenter.ungerboeck.com/hc/en-us/community/posts/212727128-Word-Merge-EZWriter-and-HTML-text.

    0 upvotes

  • Carla Saul

    I do not see Logo Image available in Wildcards. Is it available?

    0 upvotes

  • Katie Eisenbath

    Carla - it is not possible today to insert the images into the Word Merge documents.

    0 upvotes

  • Sean Tame

    Is it possible to insert formatted html text?

    0 upvotes

  • Carla Saul

    Is there a limit for the file size.  I have a word document that has a lot of graphics. 

    0 upvotes

  • Carrie Spalding

    Carla, I don't believe there is a size limit, but factors such as the web server being used, internet connection, etc. may come into play.

    Sean, can you clarify your question for me?  What kind of formatted HTML text?

    Thanks!

    --Carrie

    0 upvotes

  • Sean Tame

    Hi Carrie,

    Per my posts above.

    _____________________________

    Hi Carrie and Katie.

    I have been trying to achieve this for a while now and have hit a roadblock at each turn.

    Unfortunately the link above says "Oops You're not authorized to access this page"

    I am guessing it shows how to add a note field onto a layout for inline notes.  But this is not available in contracts.  See this post.  https://supportcenter.ungerboeck.com/hc/en-us/articles/205568477-Configuring-Inline-Notes 

    So then I tried creating an EZWriter data source but anything through SQL does not give you any formatting.  See this post. https://supportcenter.ungerboeck.com/hc/en-us/community/posts/212727128-Word-Merge-EZWriter-and-HTML-text.

    In short, how do we get formatted notes from the DB into Word?

    Thanks.

    _____________________________

    Thanks Katie for following up.

    Regarding "The best solution, as of today, is to create an EZ Writer that includes the Note Class that you are looking to include.", the question remains, how do we create an EZWriter for formatted notes?

    Please refer https://supportcenter.ungerboeck.com/hc/en-us/community/posts/212727128-Word-Merge-EZWriter-and-HTML-text.

     

    0 upvotes

  • Carrie Spalding

    Sean, after several conversations with Tech Services, I would request that you have one of your clients submit an enhancement request for this functionality.  The issue, as I understand it, centers around the fact that Microsoft Word strips the HTML formatting, and that Rich Text/Rich Text Editing in the DB is needed to prevent this from happening.  Submit an enhancement request to allow the text to be converted to Rich Text prior to being imported.

    --Carrie

    0 upvotes

  • Sean Tame

    Thanks Carrie

    0 upvotes

  • Carla Saul

    Mavis Yew have you figure out how to return all 11 fields.  I am having the same issue.

    0 upvotes

  • Mavis Yew

    Hi Carla.

    We are unable to figure it out ourselves.

    We have paid USI to assist on this but it seem like still having some issue.

    Thanks.

    Regards,

    Mavis Yew

    0 upvotes

  • Carrie Spalding

    Mavis, I haven't been able to locate a ticket for this issue - did you enter one?  I'd like more information so I know where best to direct your questions.

    Thanks,

    Carrie

    0 upvotes

  • Mavis Yew

    Hi Carrie,

    The case number is 62043.

     

    Thanks.

    Regards,

    Mavis Yew

    0 upvotes

  • Carrie Spalding

    Mavis,

    The USI staff member you worked with will be reaching out to you concerning the issues you're still having with the Word Merge process.

    Thank you,

    Carrie

    0 upvotes

  • Kendall Laffey

    If we merge a Note Class through, can the Rich Text Formatting merge with it?

    0 upvotes

  • Rob Diamant

    Yes, notes with formatting can be used in a merge template. You will need to create a data source that retrieves the HTML_TEXT field and place it in a data format. Basic formatting like type face, size, bold and italics should work fine along with things like bullet/number lists and even hyperlinks.

    0 upvotes

  • Mudit Dhebar - Business Systems

    Is there any way where I can change the date/time format of merge field from its default?

    0 upvotes

  • Rob Diamant

    Mudit,

    If you are using the standard merge fields, the formatting cannot be overwritten. The best solution would be to build your own Data Source. There you can control the formats of your date/time fields to meet your needs.

    0 upvotes

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