You can include Merge Fields in a Template for Excel to bring in content from your practice management software and from FYI. These are added to the Excel spreadsheet that will be used as the template, for example, to include the "Client Name", "Manager", etc.
Merge Fields can be included either:
- Using the Excel Names function (recommended). Refer to Including Merge Names in Excel Templates.
- As Merge Fields, via the Email Template Editor, as described below.
Templates can only be set up and maintained by an FYI Admin, or a user in a User Group that has Permissions enabled for Templates (refer to Managing User Groups).
Note: Merge Fields cannot be used in spreadsheets that contain macros (.xlsm).
Enable Merge Fields in the Spreadsheet Template
When creating the Spreadsheet Template in FYI, enable Merge Fields in the Filing section of the template.
Adding the Merge Fields to the Excel File
There is no way to directly add merge fields to external sources in Excel. You need to copy Merge Fields from the FYI Email Template function and paste these into the Excel file. Refer to Creating Email Templates and Signatures and Including Merge Fields in Email Templates and Signatures.
Step 1 - Create a List of Merge Field Names
When adding your Merge Fields to the spreadsheet template, you will need to enter the name of the Merge Field from FYI.
To locate the Merge Field Names, you can use either of the options below:
- FYI Merge Field Glossary.
- FYI Email Template function.
Merge Fields Glossary
The Merge Fields Glossary contains a list of all Merge Fields available to FYI. Refer to FYI Merge Field Glossary.
When using the Glossary, fields available to Excel Templates will display the code in the Merge Field Code column. The code can be copied and pasted into Excel when creating the Merge Field as per Step 2 - Create a Template in FYI.
Note: Custom Fields are unique to each practice, and not available in the Merge Field Glossary. To insert Custom Fields, refer to the Email Template method below.
When using the Merge Fields method (not Merge Names), the Merge Field Code with the curly brackets must be used. For example, to use the Client Name Merge Field, the following code is copied from the Glossary:
Email Template
To use the Email Template function, a draft email template can be created to access the Merge Field selection window. The template does not need to be active.
- Open Knowledge - Templates, from the Create Template drop-down select Email.
- In the Merge Fields section of the Email Template, click to select the required Merge Field, for example the Name field in the Client section.
The Merge Field is added to the body of the Email Template. In the image below, the Merge Field would be ClientName.
Repeat for any other Merge Fields to be added to the spreadsheet.
Step 2 - Create a Template in FYI
- In FYI, create the Spreadsheet Template in the usual way. Refer to Creating Templates for Word, Spreadsheet or Presentation.
- Edit the contents of the template. This can be done using Excel via the browser or the desktop version of Excel.
- To insert a Merge Field into the Excel file, paste the code (Ctrl+v) for the Merge Field as per Step 1 - Create a List of Merge Field Names
- Repeat for all the Merge Fields you want to include. You can apply formatting and include other text as required.
Note: There is a known issue where the values are not currently populated for the Merge Fields for Manager Phone, Manager Mobile, Partner Phone and Partner Mobile.