1. Human Capital Management Fundamentals Implementation Guide
  2. Understanding Web Mail Merge Setup

Understanding Web Mail Merge Setup

You set up mail merge in one of two ways:

  • Migrate existing HTML template documents and their data structures from previous version of JD Edwards EnterpriseOne software to the current version.

  • Set up the software for the first time.

You can use the Mail Merge Workbench Setup program (P05WMMWB) to update the data structures for existing templates, edit existing templates, or add new mail merge templates. Your software includes a selection of mail merge templates that you can use for applications such as HIPAA, COBRA, or generic letters. You can also create template documents in any word processing program from which you can save a document in HTML format. The extension of the template document must be .htm (not .html).

A web mail merge template consists of these parts:

  • Database records (F980014W and F9800014T).

  • Media Object Queue record (F98MOQUE).

  • Web mail merge data structure (F05WMM01 and F05WMM02).

  • HTML template document.

Web mail merge uses template documents that are standard HTML files. These files are stored in a folder that is accessible from the enterprise server where the system business functions are running. The system uses a media object queue to define the output directory path for each document template. You need to set up at least one queue. If desired, you can assign a separate queue for each template. You need to create a folder on the enterprise server where you store web mail merge template documents. When you set up one or more queues for web mail merge, you specify a queue name and a directory path that includes this folder. The system saves this information in the Media Object Queues table (F98MOQUE).

Note: For web mail merge, you do not normally use OLEQUE as the queue name. OLEQUE is a default name that is used generically for all media objects.

You can add new web mail merge document templates to the system in two ways. You can create an HTML template document and then generate a new data structure based on the merge fields that exist in the template. Alternately, you can first create a new data structure and then generate a new document template from the data items in the data structure. The system saves template information in the Web Mail Merge Template Tag (F980014T) and Mail Merge Web Objects (F980014W) tables.

Web mail merge uses a list of data items called a data structure to specify the merge fields in each of the template documents. The system stores your data structure information in the Web Mail Merge Data Structure Header (F05WMM01) and Web Mail Merge Data Structure Detail (F05WMM02) tables.

Note: Web mail merge data structures are not the same as data structures that exist in previous Windows versions of JD Edwards EnterpriseOne software. However, you can generate a mail merge data structure from a previous data structure.

The mail merge applications that generate merge documents use three business functions. The first business function generates a unique document identification number and a header record in the Web Mail Merge Letter Header table (F05WEBMM). The system uses the second business function once for each letter that you add to the merge document and saves records in the Mail Merge Runtime Web Data table (F980014D). These records contain the data that is used to replace the merge fields in a template document. The third business function generates an HTML mail merge file that contains one letter for each record in the Mail Merge Runtime Web Data table. The merge letter is stored in the same folder as the template document.