Managing template merges
The Merges section is used to combine predefined templates with populations or individuals to generate personalized documents for each payee.
The application enables you to perform the following actions:
Viewing an existing merge
This is an note/information message.
This feature is managed by a Feature Flag
The feature described in this topic, as well as all related operations, is managed by a Feature Flag. If the Feature Flag is not activated in your system, you will not see this feature in your application.
To view the list of existing merges available in the system and view the details of an individual merge, proceed as follows:
Open the "Admin" component, and then navigate to Letters & Statements > Merges in the left-hand menu. The "Merges" page is opened.
In the list of existing merges, locate the item that you want to view. If required, use the search bar provided at the top of the page.
Click the tile corresponding to the merge. The merge page is opened with all the configuration details.
Creating a merge
This is an note/information message.
This feature is managed by a Feature Flag
The feature described in this topic, as well as all related operations, is managed by a Feature Flag. If the Feature Flag is not activated in your system, you will not see this feature in your application.
The creation of a merge is essential to link an existing template and use it to generate the document via a merge run.
To create a merge based on an existing template, proceed as follows:
In the "Admin" component, click Merges under the "Letters & Statements" section.
Click the New merge button at the top-right of the page. The New Merge conditional window is opened.
Enter a name for the merge in the Merge name field. The merge name is mandatory and must be unique.
Select a template among the list of available options in the Select a template drop-down.
Click Create merge. The merge is created and available is the list of merges.
Configuring a merge
This is an note/information message.
This feature is managed by a Feature Flag
The feature described in this topic, as well as all related operations, is managed by a Feature Flag. If the Feature Flag is not activated in your system, you will not see this feature in your application.
Once a merge has been created in the system, you can now configure its details and properties in order to generate personalized documents with specific properties such as approval or rejection permissions. In the following section, know the configuration available for a merge.
Configuring the merge details
In the Merge Details section, you can configure the basic parameters of the merge as described in the following table:
| Parameter | Parameter |
|---|---|
| Merge name | Edit the template name as needed. |
| Generated file name |
Enter a name for the generated PDF. This is a tip message. You can use variables from the template in the Generated file name field to personalized the PDF name (e.g. enter the {{ first_name }} value to ) |
| Inbox display name |
Enter a name for the document which will be displayed in the "Inbox" component. This is a tip message. You can enter variables from the template in the Inbox display name field to personalized the PDF name. |
| Document generation mode | Select Override to replace the previously generated documents or New to create an entirely new document and keep documents generated by previous merge runs. |
Managing the document properties
In the Manage Document Properties section, you can define the access, approval process and visibility settings of generated documents by toggling on the parameters detailed in the table below:
| Parameter | Definition | |
|---|---|---|
| Enable Team Review | Allow authorized users to review and grant access to documents from the Team Inbox before they are released to employees. | |
| Restrict Document Access | Limit access to the generated documents in Team Inbox to the profiles selected below. | |
| Profiles | Select one or several profile(s) and click out the drop-down to confirm. | |
| Enable Document Approval |
Allow employees to approve the documents from their inboxes. This is an note/information message. This parameter is only effective if the Enable Team Review parameter is disabled. |
|
| Enable Document Rejection |
Allow employees to reject the documents from their inboxes. This is an note/information message. This parameter is only effective if the Enable Team Review parameter is disabled. |
|
| Hide Documents |
Hide generated documents from all users. This is an attention message. Hidden documents cannot be made visible from the application and the intervention of a beqom consultant is required. Exercise caution when using this option. |
|
Creating a merge run
This is an note/information message.
This feature is managed by a Feature Flag
The feature described in this topic, as well as all related operations, is managed by a Feature Flag. If the Feature Flag is not activated in your system, you will not see this feature in your application.
When a merge details and properties have been correctly configured, the run merge feature allows you to generate and send the documents to the employees inboxes.
To create a merge run and generate a document for one or several payee(s), proceed as follows:
Open the "Admin" component and navigate to Letters & Statements > Merges.
Open the merge in which you want to work. You can use the search bar at the top if needed.
Navigate to the Create Merge Run section.
Select a template to base your document on via the Template drop-down.
In the Population drop-down, select a population.
Click Save at the bottom-right of the application screen.
Click the Run merge button. The New Merge Run contextual window is opened.
Enter a name for the merge run. Make sure the name is unique.
In the Recipients drop-down, select the payee(s) to which to want to send the document and click out the list.
This is a tip message.
Use the Select all button to select all payees of the population or the Clear all button to remove the selected items.
Click the Run merge button. The merge is started, its details are visible in the Status table and the document is eventually generated for the given employees.
This is an note/information message.
The application offers the possibility to schedule the generation of a document. For more information, refer to BQM104 - [[[Undefined variable FAQ_Titles.BQM104]]] .
This is a warning message.
Please note that it is possible to edit the template during a merge run. This is a known limitation of the feature. beqom recommends that you always wait until any merge run is finished before editing the template; otherwise the generation might fail or the generated output might not meet the expectations.
Viewing the merge run details
This is an note/information message.
This feature is managed by a Feature Flag
The feature described in this topic, as well as all related operations, is managed by a Feature Flag. If the Feature Flag is not activated in your system, you will not see this feature in your application.
The Status section of an individual merge page is dedicated to view the merge runs history with precise details for each of the run. In addition to know the details of your merge runs, the application offers the possibility to export error details (if any) for troubleshooting purposes or export the overall run details.
This is an note/information message.
The Status section is only visible if at least one merge run has been performed.
To view the details of a merge run, proceed as follows:
Open the "Admin" component and navigate to Letters & Statements > Merges.
Open the merge in which you want to work. Use the search bar at the top if needed.
-
Navigate to the Status section, located at the bottom of the page. The table status is available with the following information:
Run: name of the run chosen when triggering the merge run
Status: the statuses are In Progress, Done, Done with Errors, Timeout or Failure
Run Start Date: date and time when the merge run started
Run Duration: duration of the run
Total Recipients: number of employees the document is available for
Documents Generated: number of generated documents
Generation Mode: generation mode selected in the Merge Details section (Override or New)
Override Count: number of document(s) overridden if the Override option was selected as the generation mode
Errors: number of errors observed during the run (if any, you can use the "x" Errors button to export the error details in a .json file)
Export: use the Export Run Details button to export the run details in .json file)
This is a tip message.
To quickly refresh the status table with latest merge runs details, use the button located at the right of the Status section drop-down.
Cloning a merge
This is an note/information message.
This feature is managed by a Feature Flag
The feature described in this topic, as well as all related operations, is managed by a Feature Flag. If the Feature Flag is not activated in your system, you will not see this feature in your application.
The application offers you the possibility to duplicate an existing merge if you need to built an similar merge but with slight differences.
To clone a merge, proceed as follows:
In the "Admin" component, access Letters & Statements > Merges.
Locate the merge that you want to duplicate among the available merges.
-
Hover your mouse cursor over the template tile and click the
icon, as illustrated in the following figure:
Clone merge button
In the Clone Merge contextual window, enter a name for the new merge.
Click Create merge. The merge is copied and available in the list.
Deleting a merge
This is an note/information message.
This feature is managed by a Feature Flag
The feature described in this topic, as well as all related operations, is managed by a Feature Flag. If the Feature Flag is not activated in your system, you will not see this feature in your application.
To delete a merge from the system proceed as described below:
Open the "Admin" component and navigate to Letters & Statements > Merges.
In the list of available merges, locate the merge that you want to delete.
This is an attention message.
A merge cannot be deleted if it is used in at least one merge run.
Hover your mouse cursor over the merge tile and click the
icon, as illustrated in the following figure:
Delete merge button
Click the Delete merge button. The merge is removed from the system.