How to Create Merge Documents in Assurance

Assurance MergeDocs can be used for creating pre-filled documents at any stage of the Registers and Forms lifecycle process, based on answers to fields.

Here are some practical examples of how they can be used:

1. In contract management they can be used for creating a Schedule to attach to a contract or letter to the supplier. 
2. For incident management, they could be used to create an Insurance Claim Form, a letter home to parent/guardian or as a report to the regulator.

Follow this step by step process for creating a MergeDoc as part of your Register template. The example that is being used here is the generation of a standard letter to a parent/guardian to inform them that their child was involved in an accident.

In this article, you will learn about:

• Step 1: Finding MergeDocs and Starting the Process
• Step 2: Creating your MergeDoc in Word
• Step 3: Uploading the MergeDoc
• Step 4: Editing the MergeDoc Details
• Step 5: Generating the MergeDoc from the Register

Step 1: Finding MergeDocs and Starting the Process

1) In your Admin screen, select Register and Form Templates and select the Register template you would like the MergeDoc to be associated with. Select on the template and then select the MergeDocs tab.

2) Select on the + Icon to create a new MergeDoc.

The Create a New MergeDoc pop-up box will appear:

Step 2: Creating the MergeDoc in Word

Select on the MergeTags tab (see below) and then open either the existing Word document or Create a new Word Document outside of Assurance. We recommend splitting your screen or opening word on another screen.

Search for the correct Merge tag and insert into the Word document by selecting on Copy next to the Field from the Register and paste into the Word document.

Use the white Search by Field Name or MergeTag box to find the correct MergeTags to copy.

Once you paste the MergeTags in your word document, the end result will look something like this:

Step 3: Uploading the MergeDoc

Once your Word document has been completed save the document in one of your directories. Then in Assurance, either drag and drop the MergeDoc from your File Folder OR select on Add Files and select the document to add. You will need to be on the Upload MergeDocs tab. Then, select on Start Upload to upload the Merge Document into Assurance.

Step 4: Editing the MergeDoc Details

The File will be validated and be added into the MergeDocs tab in the Template:

At this stage you can change the name of the MergeDoc by clicking next to the Title (the inline edit pencil) and changing the Title and you can also associate the document with a particular stage by clicking on the inline edit pencil under Stages and selecting the stages that you want the document to appear in.

Step 5: Generating the MergeDoc from the Register

Your next step will be to go into the Register and find the specific form where the template has a merged document associated with it. On the right hand side of the Details tab, the document will appear under MergeDocs and here you can decide to generate a MergeDoc as either a DOCX or a PDF. Selecting on Merge will generate a DOCX, selecting on the arrow will give you an option of making a PDF.

Your Merged Document will then be generated and will look like this:

Assurance will automatically save a copy of the Merged Document in the Attachments tab of the Form.

You can also link the Merge Document to an existing attachment fields in the Form by selecting Link to Existing Attachment.