Rock U - Documents - Merge Documents

Transcribed Video Content

Imagine a 100 families need the same letter with different names and addresses. Nobody should be copying and pasting this info. Merge documents turn any grid in Rock into a place where you can take a list of people and you can easily take that information, use it in something a letter, certificate, name tags, and way more. So let's use a merge template first. We'll just type in Decker and that will pull up a list of people. And from a grid, you can either select people that you want to take action on, or if you select none of them and we go to merge template, for example, we can click and all of them will be passed in. It says there are four rows to merge. We can see the data rows to make it more simple, we know exactly what we're passing in. And when you're creating these merge templates, it's easier when you're using something this Lava debug info so exactly what fields you're working with. You can also pick to combine family members and that would turn your four rows into one. And for something nickname, for example, if you're passing in a nickname, it would instead say Ted and Cindy and Noah and Alex. But there are some different examples here. You can use all these ones that come out of the box such as sample letter. When you click merge, you will have a download to your system and I'm going to open up the Word document that we just downloaded. So this is what it looks , it's really simple. We've actually got multiple pages pulled up here and they have the names, the address for what we need, and these are just straight up letters that can be sent out immediately, saving you tons and tons of time. And under the surface, this is all just a template. So I'm going to click over to what the actual template looks . So this is what the template looks . It's everything you saw before except we're putting actual lava into Word and we're formatting it however we want to. Then when the merge happens, Rock is using this information and filling out the Word document for you. So instead of having to populate this information yourself, Rock does it. Now one other way we use the lava is if you're using if you're creating something labels that you're doing many of and you want to create a bunch at once, then rather than having that one document that's created for each person, you'll use this next merge field so that when you have a big list of people and you're creating labels, they can all be created on one screen and Rock knows to go to the next one, the next one, the next one, all on one page instead of multiple documents. Okay, now we're back to our internal homepage and to add a new document, we're gonna go to admin tools up to settings, then type in merge and there's merge templates and merge template types. If we click on types, we can see the component list that comes out of the box. Super simple, we can pick whether these are active and who has access, but we'll go back to admin tools settings and then we'll click on merge templates. And these are the actual ones that Rock ships that you can use immediately. And, you can add categories. And from a category, you can click plus to add a new merge template. It's super simple. You give it a name, a description, you pick whether it will be an HTML document or Word, and you saw those Word ones that we already created, you would simply upload that template file here, pick a category, and then a person if you want this to be available for just a specific person. And when you add these, you can also secure them so that only certain people can see the templates, for example. But there's actually an even better way to create a personal template. To do that, you go to your profile first, then you'll go down and click my settings. And from here, you're going to click on merge templates and anyone you add here, this is something that anyone can do, will be just assigned to them. As an administrator, we can assign it to someone else, but in general, people will just have access to assign it to themselves. But it's an easy way to empower staff to create these templates, which will end up saving you lots and lots of time. Merge documents turn a painful copy and pasting cycle into a template that you can use again and again. So find the ones that your team needs most and save yourself a lot of time.