DE THANKS (Merge Document Type)

This type of merge document is specifically designed for use as thank you letters in Development. When you enter a gift, you can associate a DE THANKS letter type to the gift. You can then merge documents individually for a single gift or in a batch for a group of gifts. Since DE THANKS letters are associated with a gift, data windows that serve as data sources must have the Gift Master table as part of the SQL statement.

1. To select the Query (in the PBL Name field), click the Browse button beside the Query column.
The Choose a File window opens.
Select a query and click Open.

2. Optional: Click the Customize button to edit an existing report or create a new report in InfoMaker.

3. In the Datawindow field, select an InfoMaker report from the drop-down pick list.

Be sure to include the Gift Master (GIFT_MASTER) database table in the query of the specified InfoMaker report. Add this table to your query with a database join from the GIFT_MASTER.ID_NUM column to any ID Number column in the query which represents the person or organization that will receive the acknowledgement letter.

4. Designate the Merge Document.

· If the merge document already exists, do one of the following:

o Enter the file path in the first field (ending with \). Enter the file name in the second.

o Click the Browse button to find and select the document.

The file extension for your merge document should be .doc or .docx.

· If the merge document does not exist yet, create it this way:

a. Enter a file path (ending with \) in the first field.

b. Enter a file name (ending in .doc or .docx) in the second field.

c. Click the Create Doc button.
MS Word opens your new document.

d. Add your letter text and merge fields.

e. Save your changes to the document.

You will be prompted for an ID Number. Please select or enter an ID Number that would be returned by the query associated with this letter.

5. Select one of the Default Merge Method radio buttons.

If you want to save the merged letters in a Word document to be printed later, select the Merge To File radio button.

Enter a path to a folder in the Merge To column. The document containing the merged letters will be named with the Letter Code, Date, and Time.

If you are merging the PRES letter code on June 28, 201X, at 10:50:12 a.m., the document will be named PRES201X0628105012.doc.

6. Optional: To add a record to the Items table for each ID Number receiving the letter, select the Update Notepad checkbox.

Update Notepad can only be used if the All Data radio button is selected.

The Update Notepad option only generates an action for an ID if the user is generating DE Thanks letters via the Merge Document window. DE Thanks letters will ignore the Update Notepad checkbox when run immediately upon entering a gift or in a batch for a gift group.

7. Optional: To save a copy of the data file, enter a file path and file name in the two text fields labeled Save a Copy To.

You might want to use the merge to create mailing labels.

First, run a merge to create the letters, and save a copy of the data file. Then run a second merge using the same data file to create the labels.

Column	Comment
Query: PBL Name	Required
Query: Datawindow	Required
Merge Document (folder)	Required
Merge Document	Required
Save Copy of the Datafile\Save Copy To: Merge Data Folder	Optional
Save Copy of the Datafile\Save Copy To: Merge Data File	Optional
Default Merge Method	Required
Merge To	Required if you have chosen the Merge To File merge method
Email Options fields	Not used in defining the DE THANKS letter type

DE THANKS (Merge Document Type)

Available Columns on the Merge Document Definition Window
for the DE THANKS Document Type

How To

		DE THANKS merge documents can be used in the Merge Document Definition window. This feature is useful in "testing" the merge document before actually using it in Notepad actions.
		DE THANKS letters are related to gifts in the Development office. You can print an immediate letter when entering a single gift or a batch of letters for a gift group. If you want to generate letters for gifts, you must use the DE THANKS type.

DE THANKS (Merge Document Type)

Available Columns on the Merge Document Definition Window for the DE THANKS Document Type

How To

Available Columns on the Merge Document Definition Window
for the DE THANKS Document Type