Viewing, Editing, and Sending Web Mail Merge Letters
Access the Work With Web Mail Merge Letters form.
To view, edit, and send web mail merge letters:
To work with an individual letter, select the .htm letter record and then select Extract from the Row menu.
To work with an .htm letter record that contains only one letter, select the .htm letter record and then click Select.
On the Mail Merge Letter Display form, select the Edit Letter option to edit the letter.
This option launches Microsoft Word. To perform this function, you must have your browser security set up to allow you to run ActiveX controls.
When you are finished editing the letter, in Microsoft Word, resave the letter as an HTML document. Then close the session of Microsoft Word.
If you prefer to mail the letter, you can print the letter from Microsoft Word.
On the Mail Merge Letter Display form, select E-Mail from the Row menu to send the letter.
To ensure the correct recipient, review the Address Number field.
The system automatically supplies this value from the data structure. If this field is blank, the data structure does not contain the Address Book number of the recipient. To complete this field, clear the Use Sort Key option and then click the Address Number field. Use the search button to select mnAddressNumber and then click Select.
If multiple letters exist in the .htm letter file, to select a recipient, clear the Single Letter option. Doing so enables the Record Number field. You can enter a value for the record number, use the visual assist, or use the Previous and Next options.
If the Single Letter option is disabled, only one merge letter exists in the merge batch.
Use the visual assist for the Mail Box field and then select Internal/External Email or another appropriate option.
Select Send from the Form menu.
This option sends the letter. The system displays the Notification form (W05MSGBXA).
On the Notification form, click OK.
Click Cancel.
On the Work With Web Mail Merge Letters form, to attach an individual letter or all letters to Employee Master Information records, select Attach Letter from the Row menu.
On Employee Master Attachments, review these fields for accuracy:
Address Number
The system automatically supplies this value from the data structure. If this field is blank, the data structure does not contain the Address Book number of the recipient. To complete this field, clear Use Sort Key and then click the Address Number field. Use the visual assist to select mnAddressNumber and then click Select.
Attachment File
This value specifies a directory on a network server where the system stores generated mail merge letters. For example, if the default network server location is //jdeow1/root, you might store generated mail merge letters in a subdirectory called mailmerge. In this case, the value might appear as follows: //jdeow1/root/mailmerge.
Single Letter
This option specifies whether the system sends only the selected letter or all letters in the batch.
Record Number
This is the number that the system assigns to an individual web mail merge letter that resides inside a batch letter .htm file.
Use Sort Key
This option specifies where to find the employee address book number-in the MMSK field of the Mail Merge Runtime Web Data table (F98014D) or in the data structure.
Letter Count
This value specifies the number of letters that the system uses in the web mail merge process. The Web Mail Merge Letters table (F05WEBMM) includes this value and contains the number of linked detail records in the Mail Merge Runtime Web Data table (F980014D).
Select Attach Merge Letter.
If multiple letters exist, click Attach All Letters.
This option attaches the web mail merge attachment to one or more employee master information records. Do not use the media object window to enter text. The system does not save any text that is entered in this area.
To verify the attachment, you can use the Employee Master program (P0801) to view the media object attachment.
Click OK.