Configure Word Merge Documents

Use the Word Merge module to create preformatted documents, such as confirmations and contracts, that combine reservation information from EMS with information specific to your organization.

To configure a Word Merge document, create a Microsoft Word document and add tags that identify the EMS information to include. Then, add the tagged document to your EMS database.

Create and Tag a Word Document

  1. Create a document in Microsoft Word.

  2. Add tags where you want EMS field values to appear.

    For example, to include the reservation status, add the <<Reservation Status>> tag where you want the value to appear in the document.

  3. To view the available EMS fields and their tags, on the EMS menu bar, select Configuration > Other > Word Merge Documents.

  4. In the Word Merge Documents window, select Print > Word Merge Format.

    EMS displays the available fields and the tags that you can use in the Word document.

  5. Optional: To save the tag reference, select Export on the document toolbar and save the document in Rich Text Format (.rtf). You can open the file in Microsoft Word when you need to reference the available tags.

Add the Tagged Word Document to Your EMS Database

  1. On the EMS menu bar, select Configuration > Other > Word Merge Documents.

    The Word Merge Documents window lists all active Word Merge documents configured in your EMS database.

    To view inactive Word Merge documents, under Show, select Inactive.

  2. Select New.

    The Word Merge Document dialog opens.

  3. In Description, enter a name or description for the Word Merge document. The name or description can contain up to 50 characters, including spaces.

  4. Select the Search icon.

    The Find Microsoft Word Document dialog opens.

  5. Browse to and select the Word document.

    The selected document appears in the Document field on the Word Merge Document tab.

  6. Optional: Complete one or more of these actions:

    • Select a default attachment type for the document. If the appropriate attachment type is not available, configure Attachments Types.

    • Select Inactive to make the Word Merge document inactive. Leave this option clear to make the document active.

  7. Select OK.