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How do I add automatic merge fields to my Form letters?

While having form letters that can go out to a large number of constituents is extremely useful, sometimes it's nice to include a little bit of personalization. You can accomplish this by including automatic merge fields or fill-in fields.

First you will need to create a letter in the Letters module:

  1. Go to Letters.
  2. Click New.
  3. "Letter" will already be selected, so click Continue.
  4. Add a letter code and a description, then click Save and Continue.
  5. Click the Edit Letter button to open Word.

When Word opens, you'll see there are already merge fields for address and signature information. Click below the salutation and type the body of your letter.

  1. When you are ready to include a merge field, click on the Insert tab, and then select Quick Parts to see a small drop-down menu appear.
  2. Select Field.
  3. The Field Dialog will appear. On the right, you will see a list of possible field names, scroll down until you see "MergeField" and select it.
  4. The Field Dialog will update with your change. In the top center, you will see a field labeled "Field name:" Type in the correct field name exactly as it appears in the list of automatic merge fields.*
  5. Then click OK.
  6. Your new merge field will be inserted into the document.
  7. Repeat steps 1-6 for each additional merge field you'd like to include.
  8. After completing the document, save and close Word.

Finish your form letter as you normally would by updating the letter and changing the letter status from draft to final. 

*Here is a list of the automatic merge fields and their descriptions:

Merge Field

Description

ActivityID

ID number associated with an activity

ActivityType

Internal field that is a numerical value for the type of activity (correspondence, casework activity, etc).

ActivityCategory

Category applied to an activity

ConstituentID

ID number associated with a constituent

OrganizationID

ID number associated with an organization

ParentID

ID number associated with a parent record (i.e., parent Case, Flag, or Tour record)

EmailID

ID number associated with an email address

AddressID

ID number associated with a physical address

HouseholdID

ID number associated with a household

OrganizationName

Organization's name field

Department

Department of an organization record

AssignedStaffID

ID of the assigned staff member

StaffPrefix

Assigned Staff member's Prefix

StaffFirst

Assigned Staff member's First Name

StaffMiddle

Assigned Staff member's Middle Name

StaffLast

Assigned Staff member's Last Name

StaffName

Assigned Staff member's First Name + Last Name

StaffFullName

Assigned Staff member's Prefix + First Name + Last Name

StaffSuffix

Assigned Staff member's Suffix

StaffStreet1

Assigned Staff member's street address

StaffCity

Assigned Staff member's city

StaffState

Assigned Staff member's state

StaffZip

Assigned Staff member's zip code

StaffTitle

Assigned Staff member's title

StaffLocation

Assigned Staff member's location

StaffEmailAddress

Assigned Staff member's email address

StaffHomePhone

Assigned Staff member's home phone

StaffCellPhone

Assigned Staff member's cell phone

StaffFax

Assigned Staff member's fax number

StaffWorkPhone

Assigned Staff member's work number

StaffWorkExtension

Assigned Staff member's work extention

Initials

Assigned Staff member's initials

Prefix

Constituent's Prefix

First

Constituent's First Name

Middle

Constituent's Middle Name

Last

Constituent's Last Name

Suffix

Constituent's Suffix

DateOfBirth

Constituent's Date of Birth

CwConstPrefix

The casework constituent's Prefix

CwConstFirst

The casework constituent's First Name

CwConstMiddle

The casework constituent's Middle Name

CwConstLast

The casework constituent's Last Name

CwConstSuffix

The casework constituent's Suffix

CwConstPhoneNumber

The casework constituent's phone number

CwConstEmailAddress

The casework constituent's email address

CwConstDateOfBirth

The casework constituent's date of birth

CwCounty

The county associated with the case

CwOfficeLocation

The office location associated with the case

CwFileLocation

The file location associated with the case

CwClaimNumber

The claim number associated with the case

CwRelatedConstPrefix

The related casework contact's Prefix

CwRelatedConstFirst

The related casework contact's First Name

CwRelatedConstMiddle

The related casework contact's Middle Name

CwRelatedConstLast

The related casework contact's Last Name

CwRelatedConstSuffix

The related casework contact's Suffix

CwRelatedConstPhoneNumber

The related casework contact's phone number

CwRelatedConstEmailAddress

The related casework contact's email address

CwRelatedConstDateOfBirth

The related casework contact's date of birth

CwRelatedConstStreet1

Street 1 of the related casework contact's Mailing Adress

CwRelatedConstStreet2

Street 2 of the related casework contact's Mailing Address

CwRelatedConstStreet3

Street 3 of the related casework contact's Mailing address

CwRelatedConstCity

City of the related casework contact's Mailing Address

CwRelatedConstState

State of the related casework contact's Mailing Address (abbreviation)

CwRelatedConstStateName

State of the related casework contact's Mailing Address (spelled out)

CwRelatedConstZip

Zip code of the related casework contact's Mailing Address

CwRelatedConstCsz

Full City, State, Zip String from the related casework contact's Mailing Address

CwRelatedConstCountry

Country of the related casework contact's Mailing Address

Salutation

Contact's Full salutation (e.g., Dear Mr. Smith)

Title

Contact's title

CarrierRoute

Mailing address's Carrier Route

CassLabel

Single line USPS CASS-formatted address block (used for envelopes to lower postage costs) - e.g., 1025 1ST ST SE APT 507   WASHINGTON DC 20003-5323

Street1

Street 1 of Mailing Adress

Street2

Street 2 of Mailing Address

Street3

Street 3 of Mailing address

City

City of Mailing Address

State

State of Mailing Address (abbreviation)

StateName

State of Mailing Address (spelled out)

Zip

Zip code of Mailing Address

Csz

Full City, State, Zip String from the Mailing Address

Country

Country of Mailing Address

LetterCode

The response letter's Letter Code

SigBlock

The signature block for response letters

EmailBlock

Internal field used to merge the signature graphic in the <<SigBlock>>.

DisclaimerText

String of plain text that can be stored in an Office Configuration to merge in some sort of disclaimer (e.g., this is not an official correspondence)

Organization

Organization's name field

DueDate

Activitiy's due date

DefaultEmailAddress

Contact's default email address

FaxNumber

Contact's fax number

FlyDate

Flag request's fly date

HomePhone

Contact's home number

Mobile

Contact's mobile number

OutType

Activitiy's out type

StaffEmail

Staff member's email address

Synopsis

Casework's Comments field

WorkPhone

Contact's work number

ActivityDescription

Correspondence activity description field

ActivityMessage

Correspondence incoming message field

The following user defined fields:

  1. CwUdftext1
  2. CwUdftext2
  3. CwUdftext3
  4. CwUdfnum1
  5. CwUdfnum2
  6. CwUdfnum3
  7. CwUdfDate1
  8. CwUdfDate2
  9. CwUdfDate3
  10. ContactUdftext1
  11. ContactUdftext2
  12. ContactUdftext3
  13. ContactUdfnum1
  14. ContactUdfnum2
  15. ContactUdfnum3
  16. ContactUdfDate1
  17. ContactUdfDate2
  18. ContactUdfDate3
 User defined fields vary by office. There are 9 for casework and 9 for contact records. 

 

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