Print Mail Merge Documents

Use the Print mail merge action to send merge documents to a printer, as well as the appropriate correspondence histories. You may choose to generate an envelope along with the document to facilitate mailing.

Use This Feature

1. Initiate Mail Merge You can open this feature in multiple ways: Use the method that's most convenient for you.

   ViewPoint Main Menu - Daily Activities > Print Letters.

   

   ViewPoint Toolbar - Letter.

   

   ViewPoint Shortcut Menu - Forms > Letter. (Or, press Alt+O on your keyboard to open the Forms options.)

   

2. Choose Document to Merge Select the document to merge, then click Merge at the bottom of the window, or double-click the document name. You can merge any document that is preceded by a green or yellow icon. (Documents preceded by other colors are not ready to merge. See "Letter Library" for details.) You can use the scroll bar to view additional letters in your list, or simply begin typing the document name.

   

3. Choose Recipient(s) Choose whether to merge the document for all records, a subgroup of records, or a single record. The choices you have for selecting recipients depend on the "type" of document you chose to merge. (See "Letter Library" for details about assigning the document "type".)

   
   

   All - Select this option to generate one copy of the document for each record in your database, according to the type of document selected. For example, if you selected to merge a Patient document, All will merge a copy of the document for each patient. Or, if you select a Responsible Party or Contract document, the document will be merged for each responsible party record or contract, which means patients with multiple responsible parties or contracts will receive multiple documents. Similarly, if you select a Dentist, Referrer, or Insurance document, the document will be merged for each corresponding active record in your database.

   Subgroup - Select this option, then choose the subgroup to send the document to. (See "Create & Manage Subgroups" for details about selecting a subgroup.)

   Single record - (Not available for Dentist, Referrer or Insurance document types.) Select this option to generate the document for an individual. If a patient folder is not already open, you will use Fast Find to choose the patient to work with. Otherwise, ViewPoint will default to working with the currently selected patient.. The document "type" determines whether you will be searching for a patient, responsible party, or other party

   In addition, if the patient folder was open to a specific responsible party or contract page, and you merge a document with the Responsible Party or Contract document type property, the active party will be the default.

4. Choose Merge Action Choose the Print merge action.

5. Include / Omit Envelope If the selected document has a corresponding envelope, and you enable the Envelope option, the merge will print the envelope as well as the letter. (See "Set Up Mail Merge Documents" for details about assigning envelopes to documents.)

6. Select Printer When you print a mail merge document, it will be sent to the printer that is assigned to the Printer Type (i.e. Letter or Letterhead) you have selected for this document in your Mail Merge Documents editor. You can use the Printers button on the Mail Merge screen to open the Printers window and review the printer assigned to the Printer Type. To change the printer to use, click the Printer Type to work with, and select from your list of installed printers. Or, leave the printer name empty to be prompted for the printer to use at the time if printing. If you are printing both a letter and corresponding envelope, note that the documents may be printed on different printers. (See "Set Up Printer Types" for details about maintaining your list of printer/document types.)

7. Finish Click Merge to print the document immediately, or click Queue to add the document to your mail merge queue for printing at a later time. When processed, the document will be sent to the printer that corresponds to the document's Printer Type, as determined in the Printers option described above, and permanently added to the appropriate correspondence history.

   Merge now - Click Merge to complete the process immediately.

   Merge later - Click Queue to add the document to your mail merge queue to print later. Documents are not added to the correspondence history at this point. See "Use Mail Merge Queue" for details.

More Information

Correspondence History Records - Once processed, your mail merge documents are automatically added to the appropriate correspondence history, in .PDF format. Depending on the document selection type, it may be recorded in multiple correspondence histories, such as both the dentist and patient histories.(See "Letter Library" for details.)

View & Edit, Then Print Option - You can also first view and edit a merged document before printing it and adding it to the correspondence history. This feature is especially useful if you need to make changes to the final output before permanently adding it to the patient's record. See "View Mail Merge Documents" for details.

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