Many standard fields and all custom fields are automatically available to use as merge fields in a decision letter listed in the right side panel in Edit Templates. Any item not available by default, can be added by creating a query called MergePublic. Multiple of these queries may exist simultaneously in a database.
Creating a MergePublic query
Go to Queries / Reports.
Select New Query.
Enter the following user configurations in the dialog box:
Name: Provide a short, descriptive name based on what the MergePublic query will be used for, such as
Decision Letter Merge Query. Do not name your query MergePublic.User: Select a user. This setting will default to the current user.
Sharing: To ensure no disruption for readers while configuring the MergePublic query, leave this option cleared for now. This option will be selected later, once the query is created and runs successfully.
Folder: System
Type: Configurable Joins
Category: Records
Base: Application
System Key: Merge
Select Save.
Add exports that contain the values that are to be included as merge fields in the decision letter. Examples include:
Staff Assigned
Scholarship Information
Missing Checklist Items (Dictionary Output)
Update the export names for the merge fields to be computer friendly and to have a unique name.
Merge fields should not match merge field names on any other Merge or MergePublic query, or any custom or standard field names.
Double click an export box to edit the name of the merge field. For example, rename Staff Assigned something like
staff_assigned
Save and run the MergePublic query.
Confirm that the exports are displaying the data to include in the decision letter.
Return to the query and select Edit. Select the sharing option to activate the new merge fields.
Add the MergePublic query fields in the decision letter with the same format from the query. Use the regular
{{mergefield}}syntax to add fields to the letter.
Tips
Use Lookup Applicant in the Letter Template to display values for the merge fields that have been added for testing purposes.
The MergePublic query fields will not appear at the bottom of the merge field list within the Edit section of the Letter Template.
If an address block is used in a decision letter and that address isn't complete (street, city, region, etc.), the merge field will not display any address. Alternatively, you might consider including discreet merge fields for each component of an address (one for street, a second for the city, a third for the region, a fourth postal).
Avoid adding merge fields to the query that already exist in the letter template (for example, First, Last, or Birthdate). If you do, they will produce duplicate mappings in decision letters.