Creating a Mail Merge Document

Mail merge is used to create documents to multiple recipients/signers that can contain both standard and customized content, which has to be sent to multiple recipients. To use the mail merge in Visma Addo you need two documents, namely a;

• Mail merge document
• Data set

Note! A Word document without merge fields can also be used within the Visma Addo Mail Merge function. This makes sense when you have a document e.g. a standard email that has to be sent to multiple recipients where personal information should not be inserted.

Creating a Merge Document Without Merge Fields

If you have to send a document having identical layout, formatting, text, and graphics but needs to send it to multiple recipients for signing, you can create a merge document without merge fields. This is how you are using Merge Mail in Addo with a document without merge fields. The guide requires that you have created and finalized your document in Word and saved it as a .docx format.

1. Go to the Mail Merge tab in Addo and select the signing template, you wish to use.
2. Next, you will have to upload your mail merge document, which should be sent to multiple recipients.
3. Having uploaded the document, you need to upload your data set. To make sure Visma Addo has the right information about the recipients in relation to the signing template selected, we recommend downloading the CSV Template suggested.
4. The downloaded CSV template will open as an Excel sheet, where Addo has predefined the column headings, which are necessary for the signing to be successful.
5. Fill out the requested merge data below the headers, and save the sheet as a CSV file when completed onto your computer
6. Now, select Upload CSV file containing the merge data and upload the CSV file you have just prepared.
7. When the file is uploaded, you must click Validate in order to ensure that the merge data is correct.
8. Here, the list of transactions that Addo will conduct is shown, and you get the possibility to double-check whether the information is as intended, and you can see examples of the individual transactions
9. When the data is validated click Send. Please be aware that depending on the number of documents sent, it may take some time before the transactions are shown in your Overview tab.

Prepare Your Merge Data Set

If you wish to merge data into a Word document to personalize the content, you must prepare a data set. It is this data that will define the merge fields, as the merge fields come from the column headings in the data set. By inserting it into a Word document, information from the data set will be pulled in to customize each envelope, e-mail message, label, or letter you are creating. The data set can be created via various data sources, however, this example is based on Excel.

1. Open an Excel sheet and define the column heading that must be included as merge fields in your document. For instance the recipient’s name, address, email, etc.
2. Specify the data under each column. It is this data which will be pulled into your merge document
3. Save your data set on your computer

Integrate Your Merge Data into Word

When you have prepared your data set, it is ready to be merged into your Word document. This will save you the time of filling out each individual field in the document manually. To create a document and include merge fields, you have to:

1. Open Word and go to the Mailings tab to choose Start Mail Merge. Here, a drop-down menu will be shown from where Step-by-Step Mail Merge Wizard...’ is selected
2. A Mail Merge menu will appear and you must choose the document type you wish to create and click next
3. Select how you want to set up your document. You can either choose to open an existing document or start with a new and click next.
4. Next, you will have to select the recipients of the merged document. Select Use an existing list and go ‘Browse’ to open the prepared data set
5. Then, a list of recipients, as well as their personal information from the data set, will appear in a pop-up window where you get an overview of the data and gets the opportunity to check if it is correct
6. Click OK, and now your merge fields are saved and defined based on the column headings in your data set
7. The merge fields are to be found and can be inserted under the Mailings tab by clicking Insert Merge Fields

From there, you can insert the merge field into your document. In doing so, it will be clear which text is specified as merge fields and which is not. Having inserted the merge fields, you wish to integrate, you are ready to upload it to Visma Addo. Save the document on your computer and follow these steps:

1. Open Visma Addo, and go to the Mail Merge tab in Addo and select the signing template, you wish to use.
2. Next, Upload your mail merge document that you have prepared
3. Having uploaded the document, to make sure Addo receive the right information about the recipients in relation to the signing template selected, we recommend downloading the CSV Template suggested
4. The downloaded CSV template will open as an Excel sheet, where Addo have predefined the column headings, which are necessary for the signing to be successful
5. Fill out the requested merge data below the headings. Here, the column headings (or merge fields) from your data set are included. However, you will have to copy the data below the column headings to ensure the information is included in Addo
6. When the data is filled out and completed, save the file on your computer as a CSV file
7. Now, select Upload CSV file containing the merge data and upload the CSV file you have just prepared
8. When the file is uploaded, you must click Validate in order to ensure that the merge data is correct
9. Here, the list of transactions that Addo will conduct is shown, and you get the possibility to double-check whether the information is as intended, and you can see examples of the individual transactions
10. When the data is validated click Send. Please be aware that depending on the number of documents sent, it may take some time before the transactions are shown in your Overview tab