Events and Payments - Mail Merge

From the Event and Payment Details, select the hamburger menu and click 'Create Mail Merge File' to produce a Word Merge File.

Click here for more information on Word Merge Files.

Word Merge

Word Merge export files are produced from various TASS.web or Staff Kiosk programs to extract a set of merge field codes and students/parents/employees details in a format required to insert into a Word Merge document.
Word Merge documents can be used for two purposes:

To produce a personalised document for each recipient containing the recipient's own details in place of the merge fields.
Example: School enrolment letters are printed for all incoming families. Each letter includes data extracted from TASS.web and is personalised for each recipient, such as the student and parent names and addresses, entry year group etc.
To attach to an Email Template A PDF is attached as each email is sent containing the recipient's own details in place of the merge fields.
Example: Attendance emails to parents regarding their child's attendance. A PDF attachment is generated and attached at the time of sending the emails, personalised for each recipient.

The PDF Conversion API is required to attach Word Merge Files to Email Templates.
Word Merge documents can be attached to the following Email Template categories: Attendance, Enrolment, Immunisation Register, Parent Accounts, Parent Lounge Licences, Pastoral Care, Student Immunisations, Student Records, and Transfer Notes (WA).

Create a Word Merge document:

Generate the Word Merge export file.
Use the selection criteria from the appropriate program to produce a file that includes the desired merge fields headings and recipient details.
Select the 'Word Merge file' export button, usually found on the Print tab. If no word merge button exists, use the Excel export option and save as a csv file.

A PDF report entitled 'Students with no Communication Rules' will display if there are issues with your selection. These must be fixed before the export can be processed.

Create your Word Merge document.
Follow the steps in Word using the Mailings > Step-by-Step Mail Merge Wizard. Select the word merge export file generated above, and insert merge fields into the document wherever the personalised data will be populated. Preview the document but do not select 'Complete the merge'.
Save the document. Print if desired.
To attach the Word Merge file to an Email Template:
Create an email template and attach the Word Merge document created above.
TASS.web program System Admin > Utilities > Email Settings

The parent address(es) used for each student is determined by the 'Communication Rules' set up on the student records.

Click here for an Administrator Note

This program will use the 'Staff Corr' (Staff Correspondence) rules that are set up for each student, to determine which parent will be included in the correspondence.

A warning will appear to alert you of any students who don't have a 'Communication Rule' setup for 'Staff Corr' (Staff Kiosk Correspondence) and therefore will not be included in your correspondence. Click the 'Details…' link to find out students names.

To create your mail merge

You can use this to prepare a Word Merge File (and a subsequent letter) to parents. However, the most likely scenario for using this would be where you want to create an email for the parents who have valid email addresses and a Word Merge for the rest.

To achieve this tick the 'Exclude parents with email address' box and click the 'Word Merge File' Button. This will create a .txt file for parents that don't have an email address.