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. </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.

  | Top row (Column titles) | 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: Word cannot recognise a “-” in the names in this row, thus these must be avoid. | | --- | --- | | 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 image example below - Column "B" - marked in red.)

  Please Note: **CPR and CVR numbers can be mixed in the same column!

  • Until DocuNote version 6.7 “-” isn’t accepted in CPR.** | | A column with name linked to 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 image example below - Column "C" - marked in red.) | | Empty "filled" columns are not allowed | If the error shown 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). |

  

• 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 example image below with columns "E-F" and "G-H" marked in red.) </aside>

<aside> ⚠️ Tip:

• The better the name in the column connected to CPR/CVR, the better the overview is achieved.
• Format cells with CPR/CVR numbers to text fields, to avoid excel recognizing them as numeric fields and removing any "0" in the first position, thus creating errors when checking against digital mail for approved recipients. </aside>

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

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

• 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".)