Add Manual Merge Fields to a Document Template

Fields that exist by default on records but are not available in the GivingData Add-In for Microsoft Word can be manually added as merge fields. Manual Merge Fields for Use in Document Templates contains lists of these available fields.

1. Open the template in Microsoft Word, and then click Insert.
   
    
2. Click the Insert Field icon.
    
3. Select Mail Merge in the Categories section and MergeField in the Field Names section.
   
    
4. In the text box, add a space after “MERGEFIELD,” enter your manual merge field, and then click OK.
   • If you are using a Mac computer, add quotation marks around the merge field as shown below.
     
      
   • The record type (e.g. request) that houses the field (e.g. Primary Staff Member Email) must be entered before the field name, as shown in the example.

Merge fields can be added to populate data related to organization or request coding selections. 

1. Click the gear icon in the navigation menu.
2. Click Codes/Attributes.
   
    
3. Locate the desired code type, and then note its Code Type ID.
   • In this example, the request code type of Activity Type has a Code Type ID of 108.
      
4. The merge field format for code data is: {Entity}.Coding_{CodeTypeID}
   • The { } symbols indicate that a unique value should be inserted. Omit the { } symbols when adding your merge field.
   • Following the example above, the merge field would be: Request.Coding_108
5. Follow the steps in the Add a Manual Merge Field section to add the merge field.

Switches can be added to the end of a coding merge field to specify which data to populate. Below is a list of available switches, indicated in bold text.

• {Entity}.Coding_{CodeTypeID}
  • Displays the full coding path of the primary code selection.
• {Entity}.Coding_{CodeTypeID}_Secondary
  • Displays the full coding path of the secondary code selection(s).
• {Entity}.Coding_{CodeTypeID}_All
  • Displays the full coding path of all coding selections.
• {Entity}.Coding_{CodeTypeID}_Primary_LowestLevel
  • Displays the lowest level of the primary code.
• {Entity}.Coding_{CodeTypeID}_Secondary_LowestLevel
  • Displays the lowest level of the secondary code selection(s).
• {Entity}.Coding_{CodeTypeID}_All_LowestLevel
  • Displays the lowest level of all coding selections.
• {Entity}.Coding_{CodeTypeID}_Primary_Level1
  • Displays the first level of the primary code selection.
• {Entity}.Coding_{CodeTypeID}_Secondary_Level1
  • Displays the first level of the secondary code selection(s).
• {Entity}.Coding_{CodeTypeID}_All_Level1
  • Displays the first level of all coding selections.

Merge fields can be added to populate data from custom fields in your site.

1. Contact your Client Success Manager to obtain the Custom Field ID for the custom field you would like to add as a merge field.
2. Click the gear icon in the navigation menu.
3. Click Custom Fields.
   
    
4. Locate the desired custom field, and then note its ID.
   • In this example, the request custom field of Program Progress has an ID of 6.
      
5. Follow the steps in the Add a Manual Merge Field section to add the merge field.
6. The merge field format for a custom field is: {Entity}.CustomField_{CustomFieldID}
   • The { } symbols indicate that a unique value should be inserted. Omit the { } symbols when adding your merge field.
   • Following the example above, the merge field for a Program Progress field on request records would be: Request.CustomField_6

Merge fields can be added to populate data from contact fields based on contact role.

1. Follow the steps in the Add a Manual Merge Field section to add the merge field.
2. The merge field format for a contact role field is: {Entity}.Contact_{Role}_{Field}
   • The { } symbols indicate that a unique value should be inserted. Omit the { } symbols when adding your merge field.
   • Insert Organization as the entity for an organization role, or Request as the entity for a request role. 
   • For example, the merge field for an organization’s executive director’s full name would be: Organization.Contact_Executive Director_FullName

When adding merge fields for the request primary contact, the role name is not needed. Request primary contact merge fields are listed below.

• Request.Contact_Prefix
• Request.Contact_FirstName
• Request.Contact_LastName
• Request.Contact_FullName
• Request.Contact_Suffix
• Request.Contact_Salutation
• Request.Contact_Department
• Request.Contact_Title
• Request.Contact_Email
• Request.Contact_Notes