How to Maintain Mail Merge Templates

Owned by Knowledge Assistant
Oct 25, 2023
2 min read
Description of Issue

How to maintain templates used with Munis mail merge

Context

  • Mail Merge

  • Word

Cause

Instructional

Resolution

  1. In desired module, click the Word icon in the ribbon

  2. Enter a comment for audit history

  3. Click Maintain Templates

  4. Highlight the desired template

  5. Click Maintain in the ribbon. This will start a zip folder download

  6. For now, do not click anything on the Upload Template prompt

    1. If you click No, the updated template can still be uploaded at a later time

  7. In the browser downloads, click the Folder icon to Show in folder

  8. Right click the zipped folder > click Extract All...

  9. Click Extract

  10. Open the Word document

  11. On the popup prompt about running the SQL command, click Yes

    1. If you receive Error has occurred: The system cannot find the file specified. click OK

    2. Click Find Data Source...

    3. Navigate to the downloaded/extracted folder and select the .csv file

    4. Click Open

  12. Make adjustments as necessary

    1. To insert new fields, click the Mailings tab, click Insert Merge Fields and select desired field

    2. Use Preview Results to toggle between field labels and data examples

  13. When done making changes, save the file

    1. If not overwriting the original copy, save with the same name

  14. Close the document

  15. Return to the EERP module with the Upload Template popup

    1. Click Yes

    2. Drop file or click to upload

    3. If successful, you will receive Upload completed successfully

    4. Click OK

  16. If you clicked No on the prompt are uploading the template at a later time, return to the Maintain Templates tab

    1. Highlight the desired template and click Upload in the ribbon

    2. Drop file or click to upload

    3. If successful, you will receive Upload completed successfully

    4. Click OK

Additional Information

  • Template documents should be saved with the .docx or .doc Word extension.

  • The Word extension .dotx is intended for creating new Word documents from a template within the Word program. This is not the same as Mail Merge templates for Munis/EERP. While it is possible to use the .dotx format with Mail Merge, it is not the intended format and does not function the same as .docx and .doc formats. 

  • When uploading the file, if you receive the following: Error: Unable to copy the file from the client directory: xxxx.docx to the templates directory: d:\musys\templates\xxxx.docx Please ask your system administrator to check disk space requirements and access permissions., make sure the file is not open on your workstation.