Contents

• Introduction
• What are 'Mail Merge' documents within iRecruit?
• How to configure Mail Merge Documents
• Adding a new mail merge document
• Creating a mail merge document in MS Word
• Attaching the Word document to the mail merge

Introduction

Ciphr iRecruit includes a powerful mail merge feature that enables you to create letters and documents efficiently. This functionality uses data stored within your iRecruit system to automatically populate merge fields, saving you time and ensuring accuracy when generating personalised communications.

What are 'Mail Merge' documents within iRecruit?

Mail Merge Documents can be created for a number of different letters and documents you require the system to generate for you.  A specific example of such a mail merge may be an Offer Letter to a successful candidate or a Contract. All mail merges are generated as zip files in the Recruiter Portal. 

All mail merges are created in Recruiter Portal > Applicant Details Record > Produce mail merge documents.  A date and time stamp is recorded in this page to indicate when the mail merge was generated.
 

How to configure Mail Merge documents 

• Log in to the Admin Portal using the User ID and Password you have been provided.
• From the main screen, displayed below, select the client name which is displayed in the Stream name column

• To begin setting up the Mail Merge Documents, select the Communications tile.

  

• From the next window, select the Stream Specific Emails/Mail Merge Documents tile.

Adding a new mail merge document

• A summary list of all current Stream Specific Emails and Mail Merge Documents already created in the system are displayed. 
• Click on the Add stream email button to add a new mail merge document.

• The Add Stream Specific Email/Mail Merge Documents screen will be displayed. Here you can enter the new mail merge document information

• Enter a name for the mail merge document, eg Contract Document, in the Email Name field. The name should describe the document for which you are creating.
• Select Generic Email from the drop down - this is the type used for a Mail Merge Document.  
• Check the box to Show in recruiter template list. This will ensure the merge document appears in the Produce mail merge documents menu option in the Recruiter Portal.
• Leave the Email To options unchecked, as the mail merge will produce a zip file containing the merged document(s) and so it will not be emailed directly to a recipient.
• If you need to create a new mail merge document or need to edit it:
  • Ensure the Aspose option is checked
  • Click Download Latest Fields button.  This will create a mail merge fields list in a .txt format.  Save this file to an appropriate area on your local or network drive as this is required to create the mail merge document in MS Word.
  • Create the mail merge document
• If the mail merge document has already been created and saved:
  • Click Choose File to select the saved mail merge document.
• You can change the Generated Output Format to either make the resulting mail merge document editable (will be in its native Office format) or read-only (PDF format). Select the required option using the radio buttons
   

Creating a mail merge document in MS Word

You will need to have both the document you need for the mail merge and downloaded the list of merge fields from the Admin Portal.   

• Open Microsoft Word and locate the document to be used for the mail merge template.
• Click on the Mailings tab to open Microsoft Mail Merge functionality.

• Click on Start Mail Merge button on the menu bar and select Normal Word Document

• Click the Select Recipients button on the menu bar and select Use an Existing List

  

• Locate the mail merge text file that you downloaded and saved and click Open.
• The merge fields are now ready for you to select and add to the document in the appropriate places.
• Place your cursor in the location on the document you wish to add the merge field and select the Insert Merge Field button from the menu bar.  Select the appropriate merge field from the list by clicking on it.  The field will then appear in the document with <<   >> indicating this is a merge field.

• When all the merge fields are added to the document, save the word document and return to the Admin Portal
   

Attaching the Word document to the mail merge

• At the Admin Portal Dashboard, select Configuration > Communications > Stream Specific Emails/Mail Merge Documents.
• From the Summary screen, open the Mail Merge template created in section
• Next to the Word template document option, click on the Choose File button.  Find and open the Microsoft Word document you saved in section
• You can change the Generated Output Format to either make the resulting mail merge document editable (will be in its native Office format) or read-only (PDF format). Select the required option using the radio buttons.
• Click Save