Output to Word
The Output to Word option extracts specified data from the system into a CSV File which is then merged with a Mail Merge template/Word document created using Microsoft Word. Prevar setting *PP_EXT_WORD_OPT is configured to specify the User Document Location and the Report Data Location.
- Using Extractor, select the fields that are to be included in the CSV File.
- Still in Extractor, select the Options tab, then select the Word radio button.
- Enter the "Document Name", with an extension of either '.doc' or '.docx'. This creates a CSV File Excel spreadsheet with the same name specified in the "Document Name" field (e.g. If 'myMailMerge.doc' is entered as the "Document Name", then a 'myMailMerge.csv' file is created containing specified fields).
- Select Run. The file is saved to the "Data Location" set by the Prevar setting (e.g. C:\Moorepay\WordDataFiles).
- When running the Extract for the first time, a warning message "Unable to Find Word document" is displayed. Select "OK" and continue.
This will only appear if the corresponding document does not exist. If the corresponding document exists, the merge will begin automatically. - When the warning message appears, start Microsoft Word and use the Mail Merge Wizard to setup your letter/document using the CSV File created via Extractor (i.e. Mailing > Start Mail Merge > Step by Step Mail Merge Wizard).
- Save the extract. Saved Extracts are displayed with the Word icon
myMailMerge
Word
| Option | Description |
|---|---|
| Document Location | This is where the Word document resides in the computer. The value of this field is held in Prevar Setting *PP_EXT_WORD_OPT. |
| Document Name | This refers to the name of the Word document. |
| Data Location |
This is where the CSV File will end up. |
Column Headings
Use the radio buttons to select your option for Column Headings (i.e. 'Field Descriptions' or 'Field Names').
If you select 'Field Names', any changes you made to the label when selecting the fields will be overridden.
Public Permissions
Set the Public Permissions to stipulate other user's ability to 'Use', 'Change' or 'Delete' the created Extract.
Record Retrieval
The Record Retrieval option allows you the flexibility to request retrieval of:
- All records in your Extract (Use this option when you are confident of your file and field choices and happy for the entire report to run); or
- The first 'x' number of records in your Extract (Use this option when you have either a specific selection criteria or you just want to check your data extract before committing to run the complete report).
Record Retrieval occurs only after all the selection and sorting options are complete.
Example:
An Extract designed to select the first ten (10) youngest employee records would require the Design > Sort tab to stipulate Sort Sequence by "Date of Birth" field in descending order and the Options tab > Record Retrieval radio button to stipulate retrieval of the first ten (10) records.