Setting Up MailMerge Documents for Contract Renewals

Access the Web Mail Merge Template Details form.

MailMerge uses the template to identify the fields that you use in the MailMerge document. The data structure that you designate for the document determines what fields are available.

To set up MailMerge templates for contract renewals:

Complete these fields:
- Template Name
- Data Structure Name
  Note: If the data structure does not exist in this environment, you need to use a Form exit to Generate DS. This function can generate a data structure from JD Edwards JD Edwards EnterpriseOne into this environment.
- Address Book Field
- Use Sort Key
- Output Queue
- Start Delimiter
- End Delimiter
Click the Set Default Delimiters button if you want to reset the start and end delimiters to the default values.
Note: The system displays the location of the output queue in the Document Location field. The first time you add a mailmerge document, the system displays a message that the file does not exist.
Select Gen and then Doc File from the Form menu.
The system creates the template, which you can view.
Click Cancel, then click Edit Template Doc.
A Microsoft Word template appears. MailMerge uses the template to identify the fields that you use in the MailMerge document. The data structure that you designated for the document determines what fields are available.
Type the letter. Cut and paste the delimiter fields that you want to use into the letter. Be sure to paste the complete field with the delimiter symbols, such as «szAlphaName».
Select Save As from the File menu. Save the template as a Web Page (.htm) document, then close the template.
Select View Doc File from the Form menu. You can view and print the template that you created, and then click Cancel.
Click OK on the Web Mail Merge Template Details form.

Template Name: Enter the name that you want for the MailMerge document, which must be 10 or fewer characters long.
Data Structure Name: For Contract Renewal Letters, use the data structure D1701010A. If you do not use this data structure, enter the name of the data structure that you want to use with the MailMerge document. The data structure contains all of the possible fields that you can use in the MailMerge document.
Note: If the data structure does not exist in this environment, you need to use a Form exit to Generate DS. This function can generate a data structure from JD Edwards JD Edwards EnterpriseOne into this environment.
Address Book Field: Use this field to specify the position in the data structure where the Address Book Number (AN8) data item exists. For example, if Address Book Number occupies the third field in the mail merge data structure, then this field should display a 3. If this field contains a 0, then the Sort Key (MMSK) in the F980014D record will be used to email and attach letters.
Use Sort Key: Select this option for the system to set the Address Book field value to 0, which means that the Sort Key (MMSK) in the F980014D record is used to email and attach letters.
Output Queue: Enter the name of the folder on the enterprise server that the program has the ability to access. This entry is the location where the MailMerge documents will be stored.
Start Delimiter and End Delimiter: Accept the default delimiter, unless you want to change it.
Set Default Delimiters: Click this button if you want to reset the Start and End Delimiters to the default values.
Document Location: Displays the location of the output queue. The first time you add a mailmerge document, the system displays a message that the file does not exist.

Note: For this new MailMerge document to work with the contract renewal letters, you must specify the new document in the R1731 processing options.

See JD Edwards EnterpriseOne Tools Data Structure Design Guide.