Add, edit or duplicate a merge code

Merge codes are placeholders for text, data, or images in a file that are either entered manually, selected, or brought in automatically from a Customer Relationship Management (CRM) application.

Note: For more information on downloading merge codes directly from the Library, see Download Merge Codes.

Work with the Merge Codes grid

Search

• To search for a merge code, enter text into the search box at the top right of the grid, and click the Search icon or Enter.
• To re-display all merge codes in the grid, delete the entire entry in the box by clicking the X.

Export to Microsoft Excel

• To export a Microsoft Excel report on specific merge codes, select the checkboxes of the desired users and click the Export icon. The file will automatically begin downloading.
• To export a Microsoft Excel report on all merge codes: simply click the Export icon without selecting any checkboxes. The file will automatically begin downloading.

Filter the grid

Use the advanced filters to display specific merge codes quickly on the grid.

1. Hover over the column header until you see the Filter icon appear.

2. Click the Filter icon to display the following dialog to set filtering parameters:

   • Text Columns: Select either Contains All, Contains Any, Matches Any, Matches Exactly, Starts with, Ends with, Is Empty, Is Not Empty, or Does Not Contain from the Operator dropdown menu. The Contains All, Contains Any, Does Not Contain, and Matches Any operators allows you to enter more than one value by pressing the Enter key after each value. The Starts with and Ends with operators allow you to enter a text value to find. The Is Empty and Is Not Empty operators do not require a value.
   • True/False Columns: Select either the Is True or Is False radio button.
   • Numeric Columns: Select either Equals, Greater than, Less than, Greater than or equal to, Less than or equal to, Not Equal to, Between, Matches Any, Is Empty, or Not Empty from the Operator dropdown menu. The Between operator shows two fields for the starting and ending values of the range you want to find. Is Empty and Not Empty operators do not require a value. All other operators require a single value.
   • Date Columns: Select either On, After, Before, Between, Is Empty, or Not Empty from the Operator dropdown menu. The Between operator shows two fields for the starting and ending dates of the range you want to find. Is Empty and Not Empty operators do not require a value. All other operators require a single value.
3. Click Apply.

Tip: To clear the filter, click the Clear Filter icon in the header, and then click Clear. You can also click out of the filter dialog to close it.

Sort columns

• To sort columns chronologically or alphabetically, click the column header name. The records will display in ascending order.
• To switch from ascending to descending order, click the selected column header name again.

Select grid rows

• Select your desired grid row(s) using the checkboxes or by clicking the rows and using CTRL+CLICK or SHIFT+CLICK to select multiple records.

Navigate pages

• At the bottom right of the grid, use the page scrolling controls (First page, Previous page, Next page, Last page) to move between pages of records in the grid.

Display grid rows

• At the bottom right of the grid, use the "Rows per page" dropdown menu to select the number of rows that you want to display on the grid.

Default v Compact column mode

You can switch between the default and compact column modes. Unless updated, the grid will remain in default mode. Compact mode shortens the height of the grid rows.

• To switch between the modes, go to My Preferences within the header Profile menu and select the Default and/or Compact radio buttons.

Add a new merge code

1. Go to Administration > Application Data > Merge Codes, and then click Create Merge Code.
2. Enter the Code name.
   
3. (Optional) Select the Auto-Evaluate checkbox if the merge code will be a composite of other merge codes or set up with a default value.
4. Enter a Description that will display next to the code.
5. In the Context field, enter any information users may need to further identify the code.

Example: The context for the <<CallDate>> code could be “I will call you on _____ to set up a meeting.” Users will see this text in the field in the Data Entry screen when building a document. If no context is added, they will see the label; the <<CallDate>> merge code does not have any text in the content fields, the users will see "Call Date."

6. Select one of the following from the Data Type dropdown menu. This determines the type of data the user can enter in the field.
   • Text: Users can either enter text, or select an option from a drop-down menu. If you are creating a default or drop-down menu, you must select Text regardless of whether the default value is a date, numeric, currency.
     • Click + or Add Dropdown Value to add dropdown values to your custom metadata.
       1. Enter one or more dropdown values separated by a new line (Enter).
       2. Click the checkmark icon to save your changes or X to remove.
       3. (Optional) Repeat to add more values.

       Note: If only one value is entered, it becomes the default merge code value. If multiple values are entered, users will see a dropdown menu from which they can select their merge code value.

     • Use one of the following methods to reorder the dropdown values: 
       • Select the dropdown value(s) and drag and drop them into the desired position.
       • Hover over the desired dropdown value, click the More Options menu, and select Move Up, Move Down, Move to Top, or Move to Bottom from the dropdown menu.
       • Select the checkbox(es) of the desired dropdown value(s), click the More Options menu at the top of the grid, and select Move Up, Move Down, Move to Top, or Move to Bottom from the dropdown menu.
     • Use one of the following methods to edit a dropdown value:
       • Hover over the desired dropdown value and click the Edit icon.
       • Select the checkbox(es) of the desired dropdown value(s) and click the Edit icon at the top of the grid.
     • Use one of the following methods to delete a dropdown value:
       • Hover over the desired dropdown value and click the Delete icon.
       • Select the checkbox(es) of the desired dropdown value(s) and click the Delete icon at the top of the grid.
     • (Optional) Select the Add to Top checkbox to insert dropdown values at the top of the list when creating default Merge Codes.
   • Date: Users can enter a date or select one from a calendar.
   • Numeric: Users can enter numbers, decimal points, and plus and minus signs.
   • Currency: Users can enter a number with two decimal places. A currency symbol is added in front of the number. The symbol is dependent on their international settings.
   • Graphic: Users can select an image from the library or their computer.
   • (Optional) Select the Editable checkbox to allow users to enter a value rather than select one from the list.
7. Click Create or Cancel to close without saving changes.

Edit merge code properties

1. Go to Administration > Application Data > Merge Codes.
2. Use one of the following methods: 
   • Hover over the merge code you would like to edit and click the Edit icon. The "Edit Merge Code" dialog displays.
   • Select the checkbox of the desired merge code and click the Edit icon at the top of the grid. The "Edit Merge Code" dialog displays.
   • Double-click the row of the desired merge code. The "Edit Merge Code" dialog displays.
3. Edit the information as desired. See add a merge code for more information.

Duplicate a merge code

When you duplicate an existing merge code, you are loading the properties of that merge code load to the New Merge Code dialog. This is most useful when the majority of the existing merge code's properties are the same as those for the new merge code you are creating through duplication.

1. Go to Administration > Application Data > Merge Codes.
2. Use one of the following methods: 
   • Hover over the merge code you would like to duplicate and click the Duplicate icon. The "Create Merge Code" dialog displays.
   • Select the checkbox of the merge code you would like to duplicate and click the Duplicate icon at the top of the grid. The "Create Merge Code" dialog displays.
3. Edit the merge code as desired. See add a merge code for more information.

Copy a merge code

Copy an existing merge code directly to your clipboard using one of the following methods: 

• Hover over the merge code you would like to copy and click the Copy icon.
• Select the checkbox merge code you would like to copy and click the Copy icon at the top of the grid.

Delete a merge code

• To delete a single merge code: Hover over the desired row and click the Delete icon. You are prompted to confirm the deletion.
• To delete multiple merge code: Select the checkboxes of the rows would like to delete and click the Delete icon. You are prompted to confirm the deletion.
• To delete all merge codes: Click the Delete icon at the top of the grid column. You are prompted to confirm the deletion.

Caution: Merge codes that are in use cannot be deleted.