Use Mail Merge Queue

Use the mail merge Print Later Queue to store mail merge documents waiting to be sent to patients, dentists and other professionals. Depending upon your office protocol, you may require that pending documents be verified before they are completed.

Get Started

Add Documents to the Queue As you select mail merge documents and recipients, select the Print Later merge action to send the output to your Print Later Queue rather than viewing, printing, or emailing them immediately. Or, if you first view a mail merge document, you can select Send Document to PLQ from the Add-Ins menu to add the document, including any changes you have made, to the Print Later Queue.

Use This Feature

After you have added documents to your queue, open the Print LaterQueue to review the list, add notes, approve final documents, and complete the merging process.

Open the Print Later Queue  ViewPoint main menu > Daily Activities > Print Later Queue. Notice the Print Later Queue button indicates the number of documents waiting to be sent.

Add Notes Use the Note column of the Print Later Queue to leave messages regarding the status of pending mail merge documents.

Approve Documents (Optional)  Check the Ready to Send field when the document has been approved for completion. This optional feature provides a way for doctors and other authorized persons to review and edit the list of letters selected throughout the day, and check off those that are approved and ready. The office staff then knows they can print and mail (or email) letters that are checked. Note that not all offices use this feature, so documents can still be processed, even if the Ready to Send field is not checked.

Choose Documents to Work With  Click beside a document name to individually select / deselect that letter. You can also click Select All and Select None to choose the document(s) to work with. Letters you selected as a subgroup appear as a single document in the list, with "subgroup" noted in the Orthodontist column.

View / Edit Selected Letters  Click View/Edit to see the merged results of the selected letters in your word processor.

Choose Printer If you are going to print the selected documents, all will be sent to the printer you specify in this window, regardless of the printer you may have chosen when you first selected the letter. To send queued letters to different printers, you must select and print the letters for one printer, then return to the Print Later queue to select and print a group of letters for a different printer. If you email or capture the letter(s), ViewPoint ignores your printer selection.

Print Selected Letters  Click Print to generate the selected letters with the selected printer. As letters are printed, they are added to the appropriate Correspondence History and removed from the queue.

Email Selected Letter You can email only one letter at a time with the Print Later queue. When you click Email you are prompted for a Subject, then the letter is sent immediately. See "Email Merge Letters" for details. If you attempt to send a letter, but a valid email address does not exist, you can optionally generate a paper copy of the letter for you to mail, or see a message indicating the problem along with the patient's primary ID number so you can go to the patient folder and add the required address. (See "Mail Merge Email Setup" for details about these options.)

Capture Selected Letters  You can capture a merge letter to the correspondence history directly from the Print Later queue. When you click Capture, the selected letters are not printed, but are added to the appropriate correspondence histories and removed from the queue. This feature is useful for saving copies of letters that do not need to be printed. (You can also capture merge documents from the Add-Ins menu when you View/Edit a letter from the queue.)

Delete Selected Letters  Click Delete to remove the selected merge letter(s) from your Print Later Queue. You must confirm your action before continuing. This feature is generally only needed when a document was incorrectly added to the queue: Documents are removed from the queue automatically after being printed or emailed.

More Information

Sort Data - Click a column heading to sort the data by that column. Click the same column heading to reverse the sort order.

• Use Mail Merge
  • Capture Merge Documents to PDF
  • Email Merge Documents
  • Print Merge Documents
  • View Mail Merge Documents
  • Use Print Later Queue

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