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Letter Generation

The actual process of generating letters is handled outside of Enrollment Manager. However, the data used in merge fields within the letter can easily be extracted in a couple of ways.
  1. Exporting records using "Create Mail Merge" option within an Outreach List (recommended method)
  2. Exporting records from an Advanced Find

Each of these methods are described below along with instructions on how to setup and complete the export.

Exporting records using "Create Mail Merge" option within an Outreach List

Using Outreach Lists is the recommended method for exporting records for mail merges for two critical reasons:

  1. Exported data is available from multiple entities
  2. An activity can be posted to the Opportunity record regarding this letter

The data elements available for your mail merge depend on the options chosen on the Outreach List form. The default fields include the following:


First Name Middle Name  Last Name  Name Suffix 
Salutation  Nickname  Street1   Street2 
Street3 City State Zip
Country County Email Home Phone
Mobile Phone Gender Spouse High Score
Username Password Staff Assigned (Person)  

If you select Extended Merge Data on the Outreach List, data elements included in the mail merge export are the following:

First Name Middle Name  Last Name  Name Suffix 
Salutation  Nickname  Street1   Street2 
Street3 City State Zip
Country County Email Home Phone
Mobile Phone Gender Spouse Job Title
Username Password Staff Assigned (Person) Active Organization Name
High Score Opportunity Type Opportunity Term Opportunity Status
Opportunity Description Application Type Campus Housing
Enrollment Status Decision Plan Academic Major Category Academic Major
State of Residency Condition of Admission Advisor Staff Assigned (Opportunity)
Staff Assigned (Opportunity) Phone Missing Application Requirements    EMPersonID    EMOpportunityID

  

NOTE: If you select the option to use Extended Merge Data on your Outreach List, you need to save the Outreach list before clicking the Create Mail Merge button.

To set up and run this export/activity posting process, you will complete the following steps:

  • Open Outreach Lists (Outreach/Outreach Lists)
  • Create a new Outreach List or use an existing
  • Select the correct owner for the Outreach List.  (The owner of the list will be the activity owner for the task posted.) 
  • Select the Member Type as "Person"
  • Select the Activity Category and Activity Value for this mail merge posting.
  • Populate the Outreach List via Manage Members.
    • Select Outreach List Members
    • Select Manage Members
    • Select "Use Advanced Find to Add Members"
    • Set the criteria for your letter
    • Run and evaluate for accuracy
    • Save and Name the query if you plan on using this again (It is recommended to name the query the same as the Outreach List)
    • Run and Select the option at the bottom to add all members returned by the query.  Your Outreach List should be populated.
    • You can also add members to an Outreach List from within a Person record, selecting Outreach Lists from the left menu and adding them to a selected list OR by doing a "lookup" from within "Manage Members".
    • To remove a record, you can use "Manage Members" or simply select the record and delete it from the list (this will not delete the record from your database.)
  • Once your Outreach List is populated, you can now export by selecting the "Create Mail Merge" button.  A dialog box will open, prompting an "open" or "save".
  • After you have reviewed the exported list for accuracy, if all returned records will be used, you can then post the activity from the Outreach List page and proceed with your mail merge outside of Enrollment Manager.

If this letter becomes a regularly scheduled process, you can contact Admissions Lab Support for this list to populate automatically via system processes.  Share the name of the Outreach List, the Advanced Find query and the scheduling/population parameters.

Options for Posting and Clearing your Outreach List

By default, when you click the Post Activities button on the Outreach List, a background process will post the Activity selected to each of the records in the Outreach List and remove the names from the Outreach List. If you don't want to post the Activity, you can select the option for 'Do Not Post Activity'. If you don't want to remove the names from your list, you can select 'Do Not Clear List' on the form.

Exporting results from an Advanced Find

You can also produce data elements that are used for a letter mail merge from an export ran from an Advanced Find query.  The data elements available for export, however, are limited to the entity from which the Advanced Find is built on. 


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