(Dansk version)

Overview

It is possible to distribute letters with information to digital post recipients using the Letter merge and distribute to digital post functionality via DocuNotes NgDP, with an excel document as the source instead of the address book.

<aside> 💡 Tip:

• Recipients can be distributed to by both CPR and CVR number.

• There’s support for the Agency for Digital Government's new requirements for filenames from November 15, 2024, mentioned in this Newsletter.

  • The following characters is some of the not accepted; *< > : " / \ | ? , why these are removed from the filename before distribution - automatically. </aside>

The functionality uses Microsoft Word's well-known letter merge function. A document template with letter merge fields can be advantageously used for several repeated mailings with few changes. Read about how to do this via this link Letter merge - creation based on an existing document template without letter merge fields is discussed further down.

Requirements for Excel Source

<aside> ⚠️

Please note:

• To be able to distribute the prepared mail merge document, the following requirements apply to the content of the Excel source.

  | Column titles (Entire top row) | This row is used to identify the merge fields in the document, as well as indicate the "CPR/CVR" and "Name" column in the "New shipment" window.

  Please note: Column headers must not contain spaces or special characters. Nor hyphens "-" in the names in this row, as Word cannot recognize them. | | --- | --- | | A column with CPR/CVR numbers for the primary contact | This column is used to identify recipients, as well as separate recipients in both the "recipient window" in the new shipment, and the distribution report (see screenshot 1 below: Column "B" - marked in red).

  Tip: CPR and CVR numbers can be mixed in the same column. | | A column with name associated with the CPR/CVR numbers for the primary contact | This column is also used to identify recipients, as well as separate recipients in both the "recipient window" in the new shipment, and the distribution report. (see screenshot 1 below: Column "C" - marked in red.) | | A column with guardians | Furthermore, it is also possible to connect up to 2 guardians directly to the primary contact. In that case, they must also have two columns (see screenshot 1 below: Columns "E-F" and "G-H" marked in red). | | Empty "filled" columns are not allowed | If the error (see screenshot 2 below) is encountered when adding recipients, there are empty areas in the source sheet that still have data. Workaround is for example to copy relevant fields to a new document and use this as the source, or to a new sheet in the same document and delete the existing sheet(s). |

  Screenshot 1:

  

  • The screenshot is an example of an Excel source where columns B, C, E, F, G, and H are used to identify the recipients (read more in the table above), and the rest solely serve as merge fields.

  Screenshot 2:

  

  • An error has occourred in DocuNote - Expression must evaluate to a node-set. </aside>

<aside> 💡 Tip:

• The better the name in the column connected to CPR/CVR, the better the overview is achieved. </aside>

<aside> ⚠️ Please note:

• If Excel removes the zero "0" at the beginning of some CPR/CVR numbers, this is solved by:
  • Format the column cells for CPR/CVR to text, to prevent Excel from interpreting the cells as numbers. If the cells are not formatted as text fields, it creates an error when checking against digital mail for approved recipients and you cannot proceed because the CPR/CVR numbers are not correct. </aside>

(Navigate to top of page)

Create a mail merge document based on a document template without mail merge fields

1. Create a new letter merge document under "new" on the ribbon bar (use shortcut Ctrl+Shift+B if available, or right-click and select "letter Merge Document" under "create".)

   

2. In the "Select Data Source for Mail Merge" window, choose and navigate to the Excel source document, depending on whether it is located in Docunote (in which case a related shortcut is created) or on the computer (a copy is imported to Docunote).

   

3. Choose the desired template (e.g. blank Word template)

   

   <aside> 💡 Tip:

   • Merge codes for case and/or document properties can easily exist in the same document. </aside>