View Mail Merge Documents

Use the View mail merge action to see a mail merge document on your screen, where you can review and edit it before you print it, email it, or capture it to the correspondence history. In addition, you must use the View merge action to electronically sign documents with your e-Pad device.

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 Select the View merge action.

5. Include / Omit Envelope If the selected document has a corresponding envelope, and you enable the Envelope option, the merge will generate the envelope in a separate word processing window. (See "Set Up Mail Merge Documents" for details about assigning envelopes to documents.)

6. Merge or Queue the Document Click Merge to view the merged output immediately, or click Queue to add the document to your mail merge queue, bypassing the viewing option. Documents are not added to the correspondence history at this point.

   Merge now - Click Merge to complete the merge process and open the output in your word processor where you can view and edit it. If you have merged multiple documents, each will appear in a separate word processing window.

   Merge later - Click Queue to process the document later, without viewing or editing it. Before being added to the queue, you choose the final output for your document: Print, Email, or Capture. If you have enabled the Envelope option, the first prompt directs the final output for the merged envelope; the second prompt directs the final output for the merged document. See "Use Mail Merge Queue" for details.

7. View & Work with Merged Output If you chose to merge immediately the document opens in a separate word processing window where you can view and edit it. You can now edit the text, print the document, capture the output to the appropriate correspondence history, or send it to your mail merge queue.

   Edit Text - You can review and edit the text as needed. Any changes you make are specific to this merged output, and will not affect the original document template.

   Print - Press Ctrl+P on your keyboard (or use your word processing toolbar) to print the document, including any editing changes you have made, and permanently add it to the appropriate correspondence history. If your merge generated multiple documents, you will need to print each once separately. (See "Print Mail Merge Documents" for details about printing merge documents without first viewing them.)

   Capture to Correspondence History - Open the Add-Ins menu of your word processor, and click Edge Capture to add the document, including any editing changes you have made, to the appropriate correspondence history. This is especially useful with electronic signatures that do not require a printed copy of the document. (See "Capture Merge Documents to Correspondence Histories" for details about capturing merge documents to correspondence histories without first viewing them.)

   Add to Queue - Open the Add-Ins menu of your word processor, and click Edge Queue to add the document, including any editing changes you have made, to your queue. You then choose whether the final document will be printed, emailed, or captured. This provides you with a way to first view and edit merged documents before sending them to a final output and permanently adding them to the correspondence history. See "Use Mail Merge Queue" for details.

8. Exit & Save -  Click the X in the upper right corner of the document to exit your word processor. If you made changes to the merged output, you have the opportunity to save the document as you exit. If you have not made any changes, you will need to use the Word save feature to save a copy of the merged document. Be sure you use an original document name, and remember where it is located. Note that saving the document in this manner does not add it to any correspondence histories.

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