Using Database Fields

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Using Database Fields

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Inserting database field placeholders into a document means that the appropriate data for the member or group will be substituted for the field placeholder. In other words, you could select the First Name field from the field list as a salutation, and create something like:

In this example, the system will substitute multiple placeholders to create the address and salutation for the member, and use the organization name in the signature.

Adding Fields to a Document

1.With the document displayed, click the Fields button in the Design section of the Documents ribbon.

2.The Field List window can be dragged outside the borders of the document window to keep it available.

3.Place the cursor in your document where you want to insert the field, then click the field in the Field List. The placeholder for that field will appear in the text. i.e., clicking "Address" in the example above will insert {Address} in the text. (Fields have a gray highlight when selected, which indicates they are "active.")
Note: If necessary for readability, you can carefully modify the text of the placeholder. Click the placeholder text and change the text between the brackets. When you're finished, click the placeholder and make sure it auto-highlights. If it does not, then the system no longer knows it is a field placeholder and it will need to be redone.
Note: Custom fields will only appear in the Field List if they have been defined as available to be used in Reports & Views.
Note: If the only thing on a line is a field, and that field value is blank when the data is merged, that entire line will be removed.  If you want to use a field that might be empty, and have the line remain even when the field is empty, there must be at least one other character of text on the line. This is controlled by the Remove Blank Lines preference.

4.If you are finished with the Fields window you can dismiss it by clicking Done. This will not affect any fields that have been used in the document.        

Note: If a Field placeholder is the only text on a line, followed by a blank line (such as the Date in the example above), it may be necessary to at least add a single space after the placeholder to ensure the following blank line is displayed correctly.