Configure Word Merge Documents (Optional Module)

EMS provides options for producing preformatted documents with reservation information, like confirmations. Your organization, might have organization-specific information that must be included in these documents.

Use the optional Word Merge module, to configure Word Merge documents to produce confirmations, contracts, and so on that contain selected reservation information from EMS, and any information required by your organization.

To configure a Word Merge document, first create the Word document and apply tags to indicate the information in EMS to be pulled into the document. You can then add this document to your EMS database and use it to generate confirmations and contracts..

ClosedCreate and Tag a Word Document

  1. Create a document in Microsoft Word.

  2. Tag the text that is to be replaced with EMS field values.

    For example, if you want the Reservation Status in the Word document to be replaced with the EMS field value for Reservation Status, then any reference to Reservation Status in the Word document should be tagged as <<Reservation Status>>.

To view a complete list of the text that can be replaced in the Word document with EMS field values and the correct tags for this text, on the EMS menu bar, click Configuration > Other > Word Merge Documents. Then, from the Word Merge Documents window that opens, click Print > Word Merge Format.

If you want to save this document for easier access and reference, then after opening the document, click Export on the document toolbar and export the document as a Rich Text Format (.rtf) document to a location of your choosing. You can then use Microsoft Word to open the document at any time.

ClosedAdd the Tagged Word Document to Your EMS Database

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

    The Word Merge Documents window opens. This window lists all the Word Merge documents that are configured in your EMS database with an Active status.

    To view all Word Merge documents regardless of status, under Show, click Inactive.

    The Word Merge Document dialog opens.

  1. Click New.
  1. In Description, enter the name or description (maximum 50 characters, including spaces).

  1. Click the Search icon to open the Find Microsoft Word Document dialog, and then browse to and select the Word document.

    On the Word Merge Document tab, an entry for the document displays in the Document field.

  2. Optionally, do one or more of the following:
    • Select a default attachment type for the document. If the appropriate attachment type is not available, you can configure it. See Configure Attachment Types.
    • Click Spelling to spell check the attachment notes before you save the document.
    • By default, a Word Merge document is added as an active document; you must select Inactive to inactivate the document.
  3. Click OK.

 

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