Report Writer Mail Merge

Create a report using report writer with fields that should be in the main document in Microsoft Word.

Now that the report in HR Report Writer has been created, a document in Word must be created, displaying the merge fields.

For demonstration purposes, the following letter was created displaying the merge fields:

To insert the above fields, the cursor should be placed where the fields should be inserted, then:

Select the Insert tab
Select Quick Parts and then choose Field…

From the "Please choose a Field" menu select "MergeField"
At the Field Properties type in F_1 in the Field Name text box
Then point and click on OK

Repeat for the remainder of the fields to insert until each of the required merge fields are entered into the appropriate place in the document created as in the sample above.

Once the letter has been created and the required merge fields are entered, the document must be saved as a Web Page. This step is very important!!

In Report Writer Tools, click on the menu option titled "File Upload."

There are two sections: Merge Document List and Merge Document Processing. Under Merge Document Processing and the New Document area, point and click on the Upload New Document.

At the Document Name to Upload prompt, click on Browse then find and select the document created and saved in Microsoft Word then click on Open.

Name to Save As prompts the user to type in the name under which the document will be saved.

Finally, click NEXT or hit Alt + N.

Open HR Report Writer. Edit the report that was just created and click on NEXT button until the Other Information Screen is reached.

At the Mail Merge Document prompt, click on the drop down arrow (shown below) and select the file just uploaded.

Preview or Save the report. When the report is printed, a new page for each employee will be created.

Following is an example of what the document will look like.

This works well for small simple merges, but a letter to all employees might run into memory problems. If large merges are required, create a CSV file, open it in Word and run the Merge from within Word itself.

When a merge is run from Word (as described above), merge to email is available if the employees' email address is selected as a display field. This can be a quick way to send personalized emails to employees with their own data.