Manage communication templates for mail merge jobs
Before you use a mail merge job to create printable letters or to send emails in bulk, you must configure a communication template.
From Core, select Communication, Mail merge, and then Communication templates. A list of existing templates appears.
Templates typically include placeholders for user information. Later, when you run a job, the mail merge process creates personalized letters by automatically filling the placeholders based on the selected recipients and user profile information.
Templates can also include branded images. To add or update these, see school logo & seals .
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Select Core.
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Select Communication.
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Select Mail merge.
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Select Communication templates. A list appears and shows the:
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template name
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type (master or user)
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application type
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style (email or letter)
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status (active, inactive)
To sort the list, select a column header. Select it again to reverse the order. Drag and drop the column headers to rearrange them.
You and also Search the list or Filter it by application category, status, or type.
For each template, select the ellipsis (...) for more options, such as to:
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View
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Edit
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Copy
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Delete
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Select Core.
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Select Communication.
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Select Mail merge.
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Select Communication templates. A list appears.
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Drag and drop the column headers to rearrange them.
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To sort the list, select a column header. Select it again to reverse the order.
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Select Filter and then choose to filter by template, creator, and date of creation.
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Select Core.
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Select Communication.
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Select Mail merge.
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Select Communication templates. A list appears.
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Find the template in the list. On the list's row, select the ellipsis (...) for more options.
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Select View . A preview with placeholders appears as an Adobe (.pdf) file.
You can download and print it.
Tip: Ensure your internet browser allows pop ups.
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Select Core.
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Select Communication.
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Select Mail merge.
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Select Communication templates. A list appears.
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Select + New.
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Enter a descriptive name for the new communication template.
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Select an Application type.
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Determine whether the template should be Active for use with mail merge jobs.
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If applicable, determine whether this is a Master or User template.
Master templates are available for other platform managers and mail merge managers to use in a mail merge job.
Master templates are typically available to fewer people than User templates.
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Determine whether the template is for printed Letter or Email mail merge jobs.
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Select whether to include a
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School logo
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Watermark
To add or update these images, see school logo & seals .
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Select a Font size.
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Enter the body of the message.
Use the options in the HTML editor to format the content.
For an email template, consider using the source code option (< >) to insert hyperlinks and more.
To personalize the content for each recipient, place your cursor in the message and then select a Constituent placeholder. Be sure to include the brackets for the placeholders. Later, these will be replaced with specific information when you run a mail merge job.
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Review the content and then select Save.
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Select Core.
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Select Communication.
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Select Mail merge.
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Select Communication templates. A list appears.
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Find the template in the list. On the list's row, select the ellipsis (...) for more options.
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Select Edit.
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Enter your changes.
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Select Save.
To archive a template you no longer use, but still want to keep, Edit the template and mark it inactive.
To permanently remove a template, Delete it instead.
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Select Core.
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Select Communication.
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Select Mail merge.
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Select Communication templates. A list appears.
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Find the template in the list. On the list's row, select the ellipsis (...) for more options.
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Select Edit.
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Select or clear the Active option.
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Select Save.
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Select Core.
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Select Communication.
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Select Mail merge.
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Select Communication templates. A list appears.
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Find the template in the list. On the list's row, select the ellipsis (...) for more options.
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Select Copy.
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Enter a descriptive name for the new communication template.
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Edit the settings and content.
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Select Save.
To permanently remove a template, Delete it.
To archive a template you no longer use, but want to keep, Edit the template and mark it inactive instead.
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Select Core.
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Select Communication.
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Select Mail merge.
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Select Communication templates. A list appears.
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Find the template in the list. On the list's row, select the ellipsis (...) for more options.
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Select Delete and confirm. The template is permanently deleted.
Note: For information about mail merges for enrollment and admissions, see Mail merge for admissions staff.