The process for defining the types of output processes (MS Word merge, email merge, opportunity) are similar. After you define the process, you can set user permissions for that process.
To define a Microsoft Word mail merge output process
Before you begin
□ Ensure that you have created an appropriate query, using the appropriate business object, to use as the query for this type of output process.
□ If you are creating a query through Tools > Intelligent query architect, and you want it to be visible to users through Home> Generate Reports, you must save it to Common > Reports View folder.
□ Templates from iMIS 10 versions may be incompatible. If you are using new search criteria for your Microsoft Word mail merge that includes something other than date criteria, you will need to recreate your template.
1. From Tools, select Document system.
2. Navigate to (or create) the folder in which you want to create the MS Word merge process.
3. Select Organize > New > MS Word Mail Merge.
4. Define the output process:
□ In the Summary tab, enter general information.
□ In the Sources tab, browse to select the Source Data Query.
□ Leave the Template Name field blank.
Note: If you upload an existing template or browse to a template that has been uploaded, the template will not be saved as part of the Word mail merge process and you will need to add the merge fields. It is simpler to create a new template during the output process.
5. Create a new template in Microsoft Word (these instructions are for Word 2003):
□ Select Edit Template. A new Microsoft Word document appears.
□ Click Word's Mail Merge toolbar or consider using the Mail Merge wizard to create the template.
□ Create the letter and add merge fields using the Insert Merge Fields icon. (The merge fields are the fields from the query that is associated to the output process display.)
□ Select Save, which commits the changes to the Word template.
Note: The MS word template is embedded within the output process itself.
□ (optional) Save a copy of this template outside of iMIS by selecting Save As.
6. Close Word.
The Template Name field remains blank because the template is embedded within the process itself.
7. Execute your merge:
□ From the Process Engine Portfolio, select Run.
□ Select Execute Merge.
Note: You may need to click twice to activate this control.
□ View the Merge Details.
□ Open Microsoft Word to review, print, or save the output.
□ Close Microsoft Word.
8. Save the output process to the appropriate folder location.
To define an email merge output process for email notifications
You can define an email merge process in which a query provides the merge data to be combined with an email template to create the output.
Notes
■ Email merge processes should generally be stored in the $ > Common > Shared Documents > Processes folder (or one of its sub-folders) of the Document System to provide for easy access by all users working with Marketing or Process Mgr. If they are stored in any other folder, users need to navigate through the Document System folder hierarchy to locate the process.
■ You must associate a query that contains a field with the email addresses of the recipients and the sources for any fields you use in the email.
■ The From address must be a valid email address.
■ You can also define email merge processes directly from the Processes tab of any Insert definition window in Marketing.
Before you begin
Ensure that you have created an appropriate query, using the appropriate business object, to use as the query for this type of output process. See Creating queries for output processes in iMIS Reference Reporting and Sample Reports for more information.
1. From Tools, select Document system.
2. Navigate to (or create) the folder in which you want to create the email merge process.
3. Select New > Email Merge.
The Define window appears.
4. On the Security page, enter access information.
5. On the Define page, specify the email template:
□ On the Summary tab, define general attributes.
□ On the Sources tab, In the Associated Query area, choose whether the associated query should be:
■ Bound – a specific query is always used with the process. For email messages to be sent automatically when a stage is passed during a certification program, you want to choose Bound.
■ Select at Runtime – user selects the query each time the process runs.
6. In the Query area, click … , then use the Document System browser to select the bound or default Query. The query results determine the email addresses of the recipients and the variables that are allowed in the body of the email template.
□ In the Recipient List area, click Edit to specify which column in the query results contains the email address for the recipients.
Note: This area is disabled until a query is chosen. If you specify the Select at runtime option for the Associated Query, you will not be able to specify the column for the recipient email address information until the email merge process is run.
□ (optional) Enter the text for the From and Subject fields and specify whether they can be modified at runtime.
□ Select the Email Format.
Note: You must specify HTML if the body of the Email Template will contain an opt-out code. Opt-out codes in a PlainText or Multi_Part_Mime email will not direct recipients to the proper URL.
□ In the Email Template area, enter the body of the message, using the following techniques:
■ Insert text variables in the format [businessObjectName.columnName]. Only columns that are present in the query results will be properly substituted at runtime.
■ To insert an opt-out code, insert a link to %OPTOUTURL%. From the Type drop-down list, select Other and click OK.
■ (optional) Browse to import an email template from another folder within the Document System, or click Upload to import an existing email template from outside the Document System.
Note: If you find some features of the HTML editor confusing, you can download user documentation for the editor. Some features described in this external document have not been enabled for use when defining email merge output processes.
□ (optional) In the Attachment area, click … , then use the Document System browser to choose an attachment to the email message.
7. Click Save.
Note: If your merge produces any email address duplicates, they result from the query specified in the merge.
To define an opportunity output process
Create an opportunity output process to generate projects or opportunities from a marketing campaign or other project. The generated opportunities are stored in the Process Manager document system.
1. From Tools, select Document system.
2. Navigate to (or create) the folder in which you want to create the email merge process.
3. Select Organize > New > Opportunity.
4. Define the opportunity:
□ In the Summary tab, enter general information.
□ In the Sources tab, choose whether the associated query should be:
■ Bound – a specific query is always used with the process
■ Select at Runtime – user selects the query each time the process is run
■ Browse to select the bound or default query.
5. Click Save.
To set user permissions for an output process
You can grant specific users and/or groups access to an individual output process from the Security tab.
1. Define an output process.
2. Select Security.
3. Select an Access option:
□ Share (Everyone) – Grants everyone full control.
□ Private – Grants full access to the query owner only.
□ Advanced – Enables the Access Mode drop-down list and allows you to edit the access list. You can select one of the listed access areas or select Custom to select from a pre-defined list of security settings in which one or more roles and/or specific users have been granted access permissions.
4. Click Save.