The Mail Merges for Checklist Items is used to add an existing Mail Merge to a Checklist Item for the appropriate checklist.
The Checklist Definition Item must be set to Document in order to be able to attach a Mail Merge to it. In addition, you must have the Checklist Categories and the Mail Merge Key Field set up correctly in order to be able to select the Mail Merge.
As an example of this, a Mail Merge which is set to have a Key Number of Person will only show if the Person Category has been assigned within the checklist.
This is also true of Mail Merges with other Key Fields, so it's important to ensure the Mail Merge Key Field is set to an appropriate Key for where you want it to be run from.
Set up the categories
The first thing to do is to ensure that the categories for the checklist are set up and in place before trying to add the mail merge.
Click Configuration, Configuration, then Checklist Configuration.
Open the relevant checklist (e.g. Onboarding).
Click on the Checklist And Date Category tab.
You will now see the existing categories that are added. The default is appointment and application. If your Mail Merge is set to use Person Number, or Career Number, then the Mail Merge will not show due to the relevant category not being added in this list.
Add a new category
In the same Checklist and Date Category tab, click Add Category.
Select the relevant Category from the list (e.g. Person). Person will be the one you need for most mail merges to be displayed.
Click Complete.
You can also set the Date Category here, which is used for Reminder Periods and against which field the reminders are set.
Click Complete.
The Person category has now been added, and you will be returned to the Checklist Definitions screen.
Select the mail merge for the checklist item
Now that you have set the categories correctly, you can add the mail merge for the checklist item.
From the Checklist Definitions screen, open the relevant checklist once more.
Click on the Mail Merges For Checklist Items tab.
Click Add Merge.
Click the Spyglass Icon next to the Checklist Definition Item field.
📌 Note: Only Checklist Definition Items set to Document will be displayed here. Other Checklist Definition Item Types are not compatible with this functionality.
Click the Spyglass Icon next to the Mail Merge Field. You can now select the relevant Mail Merge from the list.
Click Complete.
The mail merge has now been assigned against the checklist item correctly.
If you still require assistance beyond this point, please raise a new case online and reference the title of this article. Please include the following information:
The name of the checklist you are having issues with.
The name of the mail merge you are trying to add.
The name of the checklist item you are trying to add the mail merge to.