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

Web Mail Merge

When you need to send written information to employees, you can use the mail merge features of the system to efficiently produce letters for small, infrequent mailings such as COBRA and HIPAA notifications, or large, mass mailing projects. For example, you can quickly generate a letter to a group of employees who are included in a new marketing campaign. Or you can generate a mass mailing to all employees to announce a new benefit option. You use the Print Employee Letters program (P08452) to create one letter or a batch of personalized letters. You can use an existing template document, modify a template document, or edit information in individual letters.

You can use workflow processes to produce HTML documents that you can edit in Microsoft Word or other editing programs. These mail merge letter templates are provided with the system, and you can modify them to meet your business needs:

  • HIPAA

  • COBRA

  • Verification-of-employment letter

  • IRS Form W4

To review and revise the generated letters, you use the Web Mail Merge program (P05WEBMM).

You use the Employee Letters - Mass Mailing program (R08451) to prepare to send letters to a large number of people or to preselected groups of people.

You can use the Mail Merge Workbench Setup program (P05WMMWB) to add or change text in the template documents included with the system, to add entirely new template documents, and to delete template documents.

A data structure is required to perform the merge process for the merge fields that are specified in a mail merge template. You can use the Mail Merge Workbench Setup program to create a new data structure for each mail merge template. The Mail Merge Workbench Setup program can validate the template document to determine whether the merge fields match the data items in the linked data structure. You can also use this program to generate a data structure that is based on the merge fields that are contained in a template document.

The generated merge letter can contain one or more individual letters. You can use the Web Mail Merge program (P05WEBMM) to view, edit, print, or send the letters by E-mail. You can also attach the letters to an employee master record. Because the data used to generate the merge letters is stored in the Mail Merge Runtime Web Data table (F980014D), the letters can be regenerated at a later date.