Creating Document Template

Mail merge is a feature of MS Office so in order to create a document template in MoveON. The mail merge process entails the following steps:

Text example:

Letter of Acceptance - «person.first_name» «person.surname»

Stockholm University hereby states that «person.first_name» «person.surname», born «person.date_of_birth», has been accepted as an exchange student «stay.academic_period_start» (1 semester) at Stockholm University, Sweden. «person.first_name» «person.surname» is a student at «stay.home_institution», «stay.home_country.name». The exchange is made within the «stay.framework» between the two universities

You will be provided with lists of all the merge fields that are currently available so you can simply copy/paste them into your Word document. You can find the merge field lists in the Help Centre. (https://qsunisolution.zendesk.com/hc/en-us/articles/115005208285-1-9-Generating-Document-Templates) (Please make sure to keep the format!)

Merge fields can also be entered manually in the word-document:

In MS Word, open a document and go to “Insert” >“Quick Parts” > “Field”. Select “Mail Merge” as category and under the Field names: “Merge Field”. Under the Field properties enter the “Field name”. The Field name must be exactly the same as in

the MoveON system. Once done, save the document template in Word format.

Next, you need to upload the newly created document template in the Backoffice.Go to “Settings” > “Templates” > “Document templates”.Click on the label “New” in the top toolbar to create a new document template. This will open a new tab labelled “Document template: New".

Area*: The area of use must match the area the document template is defined for. Name*: this name is internal and not visible in the generated document. Upload: browse and select the file. Output format*: default format of the document you want to use, i.e. PDF or Word. Editable: if ticked, you can change the default format when generating the document in the

communication section. Remarks: any relevant internal notes. Click “Save” in the top toolbar to ensure the document is uploaded to MoveON. Once you have

saved your template, every person with access rights to the document templates area in MoveON may view the content.

PLEASE NOTE: if you are defining a document template for a particular area in MoveON and you would like to include information from different areas in the template (e.g. defining a template for the area “Stay” which should include some fields from the area “Persons”) you need to adhere to the following:

Area "Stay": can only include merge fields from Stay + Person Area "Stay wish": can only include merge fields from Stay wish + Stay + Person Area "Grant": can only include merge fields from Grant + Stay + Person + Funding Area "Payment": can only include merge fields from Payment + Grant + Stay + Person + Funding

PLEASE NOTE: The maximal length of the uploaded file name cannot exceed 95 characters. Any name longer than this would cause problems when generating the document template.

Data from custum-fields (no standard-field):

Any of yours custom fields can be added as merge fields in the document templates. The name has to be defined from 3 different elements as following: “area.custom.custom field key”

where: “area” = particular MoveON area, where the custom field has been defined (i.e. person, stay, contact

or other) “custom field key = a system populated information unique for every single custom field. You can

display the keys when you go to Settings>Administration>Custom fields and add the column “key” (e.g. customfield405)

Example of a merge field´s name defined for a custom field: person.custom.customfield405