Equisys technical notes

Technical guidance, explanations and fixes for our products

HOWTO: Use Zetadocs PDF to send mailshots using Microsoft CRM 4

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ZTN3587

ID: ZTN3587

This Zetafax technical note applies to:

  • Zetadocs PDF
  • Microsoft Dynamics CRM version 4

Summary

This technical note provides information on how to configure and use Microsoft Dynamics CRM with Zetadocs PDF to send automated PDF documents using a Word mail merge.

More information

Microsoft Dynamics CRM allows you to use mail merge templates to design a custom output directly from the CRM database which can be processed with Zetadocs PDF. Zetadocs PDF allows you to easily use custom templates to automate the delivery of PDF documents to multiple recipients using the Zetadocs Automation Commands. Zetadocs with Microsoft CRM allows you to send customised documents in PDF with data obtained directly from your CRM system, creating customised emails and PDF’s for each recipient.

 

Adding a template

The first thing to do is to create a word template using the CRM client. Using the web based client this can be done by following these steps:

  1. Select the settings tab from the left of the window.
  2. Select templates in the new list above.
  3. Select Mail Merge Templates from the main window.
  4. Create a new template, filling in the required fields, and then selecting your data fields.


  5. Click Save, and then Create Template in Word at the top of the window.

  6. Open the Word document. Firstly you will need to click on the CRM button on the Add-ins toolbar. This will allow you to select your fields in Word. Next you can use Word to design your mail merge by placing the dynamic fields onto the document by using the Ms Word Mailings toolbar.
  7. %%[startdocument]

    %%[email: «Opportunity_Email_Address»]

    %%[emailbcc: name@domain.com]

    %%[subject: Zetadocs Quotation for «Potential_Customer»]

    %%[Outputfilename:  Zetadocs Quote «Potential_Customer»]

    %%[template: file:///\\server\path\Zetadocs%20PDF\template1.zdt]

    %%[excludepage]

  8. On page one at the top of the page please enter your Zetadocs automation commands. This page should contain only the automation commands, as it will be stripped out by Zetadocs using the %%[excludepage] command. Below is an example of how this might look:
  9. Please reference the help for the full list of automation commands:

    http://www.equisys.com/support/help_and_resource/zetadocs/help/index.html?how_to_add_embedded_commands_t.htm

  10. Create your template starting from page two of the document, adding your mail merge fields and layout as required. You can click on the Preview Results button on the Word toolbar in order to preview the document as it would be sent to Zetadocs.
  11. Once complete save your document. You must save your document in Word XML format, not the default docx.
  12.  

  13. Once saved; use CRM to attach the Word template to the CRM mail merge template created.

 

Printing

To run your mail merge, open the required entity that you wish to merge, i.e. a contact for testing.

  1. Select the Actions menu, followed by Mail Merge. This will prompt you with a new screen allowing you to select your new published template from a list of personal templates.
  2. When you click on the OK button you will be prompted to open the Word file.
  3. Select open, followed by selecting enabling editing, if prompted in Word, and enable the security settings if prompted.
  4. Next select on the Add-ins tab again from the toolbar and click on the CRM button.
  5. Select the mail merge tab, and select the Finish & Merge button, then the sub option Print Documents.
  6. Print the document to the Zetadocs printer when prompted for a list of printers.

  7. Zetadocs will now execute and process the mail merge, parsing and executing the automation commands from within the mail merge. 

References

Zetadocs online help files: http://www.equisys.com/support/help_and_resource/zetadocs/help/index.html?how_to_add_embedded_commands_t.htm

Last updated: 26 May 2010 (AF/MW)

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