FUN - Donor Labels/Letter Merges

Donor Labels/Letter Merges Overview

This program can be used to select a group of donors based on the 'filters' available on the 'General' and 'User Defined' tabs and create output using the following options:

An AMAS file.
A Word® Merge text files.
A Word® Merge Excel® file.
An email list.
A combination of Word® Merge file and email list.

General and User Defined Tabs

'Donor Details' are entered as selection criteria in the 'General' and 'User Defined' tabs. These tabs are similar to those described in Finance > Fundraising > Donor Information > Donors.

Print Tab

Sort By

This will determine the data order for the merge files.

Formatting Options

Select 'Extra Fields' to include in the merge by highlighting them with a mouse-click.

Holding down the 'Shift' key while clicking on your options permits a range selection, holding down the 'Ctrl' key allows individual selection of additional fields.

Output Options

AMAS File	This creates a file in a format that is suitable for uploading into certain AMAS (The Address Matching Approval System) software products. We currently support Postman®.
Word® Merge – TXT File	Generate a `.txt` file suitable for merging with a Word® letter or label template. Click the 'Word Merge File' Button. To include additional fields in your Word® Merge highlight the appropriate fields from the 'Additional Fields (Word® Merge only)'. Holding down the 'Shift' key while clicking on your options permits a range selection, holding down the 'Ctrl' key enables selection of discrete (individual) criterion. 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
Word Merge - Excel File	You use option this if you prefer to use Excel® as your source for merging with a Word letter or label template. This can be a better option if you have commas in your data.
Email	A 'Generate Emails' screen will be displayed, and the 'Emails' field will list the email addresses of recipients. A semicolon will separate multiple email addresses. Use the 'Select All' button to highlight the email addresses displayed. Copy the email addresses from this field to the clipboard and paste them into your alternative email product (e.g. Outlook). For devices that prefer a comma as a separator, tick the 'Use Comma Separator' checkbox before copying to the clipboard. Alternatively, click the 'Email All' button to launch your school's email product. Very Important! Email addresses will be populated into the 'To' field of your alternative email product (i.e. recipients will see each other's email addresses). TASS does not recommend using this option. Some Browsers and Email Clients impose limits on data that can be transferred; we recommend that you check that all emails displayed have been transferred before sending. If your alternative email product fails to launch, please contact your system administrator. Click here for an Administrator Note. The use of the 'Email All' button requires a default Email Client be configured as a 'mailto' handler in your browser and operating system.
Word® Merge and email	This is for the scenario where you want to create an email for the donors who have valid email addresses and a Word® Merge for the rest. To achieve this tick the 'Email where possible' checkbox and click the 'Word Merge File' Button. This will create a `.txt` file for donors who don't have an email address. Then click the 'Email' button and the 'Copy Email List to Clipboard' button for the donors who do have email addresses.