The first step in creating a Mail Merge is to create a letter template. As an Admissions Manager go to
  1. onBoard
  2. Select Communication, select Mail Merge, and then select Communication Templates.
  3. For Application, select Admissions and then select View.
  4. Select Add Letter
  5. Use the following options to create the template:
    1. Description - Enter a name for the template (e.g. Decision Letter).
    2. Master Template- Select this option if other admissions managers and staff should be able to use this template when they create mail merges.
    3. Inactive - Select this option if the template should no longer be used.
    4. School Logo - Select this option if the school logo should display in the template
    5. School Watermark - Select this option if the school watermark should display in the template.
    6. Constituent Information Placeholders- These are all of the placeholders that can be included in the letter. Selecting a placeholder will automatically insert it into the body of the letter.
    7. Admissions Information Placeholders - These are all of the placeholders that can be included in the letter. Selecting a placeholder will automatically insert it into the body of the letter.
Note: Candidates may be associated with multiple interviews, tests, and visits. When you usee one of these placeholders, onBoard inserts a single instance. If all instances are in the future, the soonest one is used. If an instance is in the past and another is in the future, the future one is used. If all instances are in the past, the most recent one is used.
 
       8. Enter the body of the letter.
       9. Select Save & Exit.

The second step in creating a mail merge is creating a basic or advanced list to pull the Candidates to be used with the Letter. As an Admission Manager, go to:
  1. onBoard
  2. Lists > Manage Lists
  3. Click on Manage basic and advanced lists
  4. Create the list
  5. On the Output Options tab, under Mail Merge, make sure to select from the drop-down: Candidate. Prospect Instance ID. If this is not selected, you won't be able to choose the list through Mail Merge.
  6. If you are sending letters to Parents of Candidates and the list contains both Candidate and Parent of Candidate names then under Output Options tab, under Mail Labels, select the correct user id to use.
Once the letter and list have been created, then you can create the Mail Merge. As an Admissions Manager, go to:
  1. onBoard
  2. Communication > Mail Merge
  3. From the Application drop-down select: Admissions
  4. Click on View
  5. Across from Mail Merge Jobs click on Add
  6. Add a Description (this only appears internally)
  7. Select the Mail Merge Template
  8. Click on Next
  9. Select your list from the drop-down
  10. Click on Next
  11. If you have additional names to add, you can add on this screen, if not click on Next
  12. Check the list of names to make sure they are correct and if they are correct click on Save & Exit
When the Mail Merge is completed, you will have the option to download the letter as a pdf or word doc. You can also print Mailing Labels as well.
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