Metadata and other information about the document such as name, document owner, approval date, department, etc. can be merged into the document when it is downloaded. By using merge fields, the information in the document will always correspond to what is in the system.
Note: Merge when downloading is only available for documents with the file format .docx. Merging takes place via an external service and the layout may change in some cases.
Instructions
1. Download the file containing the merge fields.
Tip: Save the file locally on your computer so that you can easily find it. The file will also appear in your folder for downloaded documents.
2. There are two ways to prepare a document with merge fields:
You can work with the document locally on your PC and upload it to Landax
You can create a new document or use an existing one and edit the file directly
The latter option is used on this page.
3. Click Edit the file directly, open the document and enable editing.
4. Click on Mailings.
5. Click Select recipients followed by Use an existing list.
6. Open the file with the merge fields.
Info: If the file that contains the merge fields is not stored locally on your computer, you can find it in the folder for downloaded files.
7. Select text encoding and click OK.
8. To insert a merge field, click Insert merge field and select from the list which merge field that is to be inserted into the document.
Tip: You can use the file containing the merge fields if you are not sure which merge fields that belong to the fields in your system. Row 2 in the file contains information about the name of the field in Landax.
9. In order for the fields to be merged when downloading the document, the option Merge when downloading must be set to Yes on the document form.
Example
A document containing merge fields might look like this:
When the fields are merged in the document, it looks like this:
Info: The description and logo are merged at the top and the document ID, revision date, version number, responsible and approved by are merged in the footer.