You can now merge documents with Microsoft Word and upload them to your employee records.
To complete a mail merge using Microsoft Word you will need to follow the below 4 steps in this exact order:
Create the API key.
Configure the Word document.
Prepare the document.
Upload the document.
Create the API key
Click Access Button
then click HR Admin.
Click Settings, then click API.
Click the plus + icon, then enter the API name.
Select the correct endpoints:
Click Employee, then Select All.
Click Save, then Salary.
Click Select All, then Save.
Click Document, then Select All.
Click Save.
Select the copy icon to copy to your clipboard.
Configure the Word document
Once you have set up the API key you will need to configure the mail merge document.
Download the attached Word document. This file will only work with Windows versions of Microsoft Office.
In the yellow bar at the top, click either Enable Content or Enable Editing, or both.
Click Settings, then paste the API key and click Save.
Click Get and Link Employee List.
📌Note: This will link to your site and create an Excel sheet containing the data to merge. It can take a couple of minutes while the required information is synced.
Prepare the document
You will then need to type out the mail merge document that will be assigned to the employees.
Once the information has been synced, you will be taken to the Mailings tab to type out your document.
You can insert merge tags from People HR, click Insert Merge Field and select one of the tags available below:
Click Preview Results.
By default, the integration is programmed to merge the document for all employees. To adjust this, click Edit Recipient List clear the check boxes of any employees you don't want, and click OK.
📌Note: To prevent the error 'Requested object is not available' you must open and close the edit recipient list option.
Upload the document
If you are happy with the document, you can add it to the employees' record.
Click Mail Merge and Upload.
If required, change the category, the document name, and the document description.
You can also specify who will have access to this document:
Employee Access: The employee can view their document.
Manager Access: The employee's manager can view the document.
Add digital signature: The employee will need to electronically sign.
Click MERGE AND UPLOAD ALL DOCUMENTS. The merged documents will be added to a folder where the original merge file is kept along with the Excel source.
📌Note: You must ensure that any tool/software that you use is kept up to date with the most recent version. This is to ensure you are up to date with any bug fixes and avoid errors.