ProDon:Master Document Management

Master Document Management

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Introduction

The creation of the software master documents is integrated to Microsoft Word. The merge fields are selected from the software and are automatically sent to Word for document preparation purposes. The master document management allows you to create, modify, activate or deactivate the master documents.

Presentation of the Management Screen

From the software home page, click on the "Mailings" menu, then select " Master documents".

A: Allows you to create a new document.	B: Allows you to duplicate a document in order to use it as a template for a new document. You simply need to select the document to duplicate, then click on that button.
C: Allows you to edit the configuration of a master document. You simply need to select the document to edit, then click on that button.	D: Allows you to activate or deactivate a document in order to place it in the "Active documents" or "Deactivated documents" tab.
E: Allows you to delete a master document. You simply need to select the document to delete, then click on that button (however, this option is not recommended; it is best to deactivate a document rather than deleting it).	F: Allows you to create and edit the master document in Word. It also allows you to produce the document in a specific language. However, if the option "Use a document no matter what language" has been chosen for the document, there will only be one button.
G: This tab contains the active documents available for use in the software.	H: This tab contains the documents provided by Logilys as references. It is possible to duplicate and modify them as needed.
I: This tab contains the deactivated documents not available for use in the software.	J: This tab contains the master documents of "Receipts" type. NOTE: Usually, only the user "Supervisor" can access it.

Document Configuration

By clicking on the , or button in the "Master document management" window, the "Edit/View master document" window opens to enable you to configure the document.

Main Screen

A: Allows you to name the document. This name will be used throughout the software.	B: If this option is activated, the document will have to be produced individually (one client at a time and not in a massive way). A material copy of the document will be saved in the client's folder. Caution: the activation of this option is not used to plan follow-ups concerning a document. For reply statistics or to make a recall (2nd mailing), consult the "Mailing history" document.
C: Allows you to enter or not a section break between each element to merge. This way, you can create a list in one document, instead of creating one document for each client.	D: There are two options in this drop-down list: "Use a document no matter what language", which allows you to produce a single document and "Use a document by language", which allows you to produce a document, one for each language configured in the software (English, French ...).
E: Linked to option B, and allows you to specify the material name of the document in the computer.	F: Activates a merge field related to a sequential number. To use this option, you first have to create a "Sequence group" using the home page "Mailings" menu, then "Sequence groups". NOTE: It is impossible to generate the same number twice (e.g. if it is necessary to reprint a document, it will not have its original number, it will follow the sequence instead).
G: It is the type of master document. The type has an impact on the merge fields available, as well as on the places where the master documents are available in the software. For more information, see the different types of master documents.	H: Allows you to produce an equal number of documents to the number of units present in a transaction.
I and J: Make available merge fields based on the linked clients of the transactions.	K and L: Indicate if the document should be produced before and/or after receiving the payment for the transaction.
M: This tab allows you to specify the merge fields that will be available in the production of the master document in Word.	N: This tab makes available merge fields based on a link between two clients' files.
O: This tab allows you to add summaries to a document. Click here for more details regarding summaries.

Document Types (Complementary to step G)

The document type has a direct impact on the merge fields available and on the places where the different master documents are available. Each document type is linked to a precise type of mass mailing. For instance, the documents of "Client" type can only be used in the "Client" type mass mailing. Therefore, it is possible to use the "Client" type document where the "Client" type mass mailing is present.

Here is the list of the document types, the fields that will be available in Word during the merge, as well as the location where you can find them in the software.

Document types	Available merge fields by document type	Location of use by document type
Client	Fields of the "Client management".	Virtually present in all the managements of the software.
Transaction	Fields of the "Transaction management" and of the "Client management".	Present in the "Transaction management" and in "Analysis & History".
Commitment	Fields in the "Commitments" tab of "Analysis & History" and fields of the "Client management".	Only present in the "Commitment" tab of "Analysis & History".
In Memoriam Gifts	Information fields relating to a deceased person and to the family to advise. NOTE: The fields relating to a deceased person start with "DEC_" and the fields regarding the family to advise start with "FAM_".	Only present in the In Memoriam Gifts process.
Contact	Fields of the "Client management". NOTE: The fields relating to a contact start with "CON_" and the fields relating to a client start with "CLI_".	Present in the "Client management".
Receipts	Fields of the "Batch processing: Receipts".	Present in the "Batch processing: Receipts" and in the transaction during the reissuance of a receipt.

"Merge Fields" Tab

This tab allows you to determine the merge fields that will be available to create and produce the master document in Word.

Select the wanted merge fields by double-clicking in the "check box" or by using the arrows and keyboard spacebar. The arrows are used to browse from one line to the other and the spacebar is used to check or uncheck the box.

"Link" Tab

This tab makes available merge fields based on a link between two clients' files.

A: This box makes available a "Link" field during mass mailing. When it is checked, the options below appear.	B: Using the drop-down list, select the wanted link. In this example, "Family to advise" linked to the deceased will be available during the merge.
C: This box allows you to reverse the link. In this example, if the box were checked, the field would indicate the link the "Deceased person" instead of "Family to advise".	D: This box makes both fields available. In this example, if the box had been checked, the field indicating the link between the "Family to advise" and the "Deceased person"; and the field indicating the link between the "Deceased person" and the "Family to advise" would be available during the merge.

"Summary" Tab

This tab allows you to add summaries to a document. Click here for more details concerning the summaries.

A: To add a summary to a master document, open the "Edit/View master document" window, in the bottom of the window, go in the "Summary" tab, then click on the button.

B: Allows you to choose a previously created summary. To do so, select the right summary, then click on " Confirm the selection".	C: The "New" button allows you to create a new summary.

The chosen summary will then be found in the "Summary" tab of the "Edit/View master document" window.

D: In the master document, the merge field will bear the name indicated in the "Name" column.

For more information concerning summaries, click here.

Creating a Document

To create a master document in Word, click on the button. This button is available in the "Edit/View master document" or directly in the "Master document management" window.

CAUTION: During the production of the master document in Word, only use the merge fields provided by ProDon. They will be available by clicking on these buttons.
In Word 2003
In Word 2007
In Word 2010
NOTE: If the option "Use a document by language" has been selected, a document for each language has to be created.

The list of the merge fields available in Word depends on the fields that were chosen during the master document configuration.

Here is an example of master document.

When the document is complete, save it using the "Save" function. ProDon has already given a name to your document and knows where to record it on the hard drive. THEREFORE, YOU SHOULD NOT USE THE "Save as" FUNCTION.

For the master document use, see the "Mass Mailing" procedure.

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Document name: ProDon:Master Document Management
Version : 4.6.5.6

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