Elephant MailMerge is divided into three Fiori apps, each of which has a different purpose:
There are two types of templates: document templates and email templates.
You use document templates to design letters to your business partners. You can use all design options, such as images or tables, to give the document the perfect look. Variables Variablen Variables allow you to define placeholders, which are then replaced with data in the templates. In document templates, you can insert variables in Word via "Insert" -> "Quick Parts" -> "Field" -> "MergeField".
In email templates, simply write &VARIABLENNAME&. allow you to specify where data from the SAP system should be inserted into your template. If you are missing data that we have not included in the scope of delivery, you can add it yourself. Our Fiori apps can display a list of supported variables on request, allowing you to easily transfer them to the Word template.
With email templates, you can define the design of the emails you send. This means that the email itself can also be kept in line with your corporate design. Of course, variables can also be used in email templates.
In the app, you can create, edit, copy and delete templates.
This Fiori app guides you through the individual steps for creating a new form letter. In the first step, you select whether you want to create an email with an attached document or an email without a document, or whether you want to print the document.
Then select the data basis Data basis The data basis for a form letter can be customers, contact persons, or even invoices, contracts, or other data objects in the SAP system.
Invoices are a useful data basis if, for example, you need to refer to a specific invoice in your letter to the customer. You can send a form letter to all customers with overdue invoices. which will determine which templates you can use later on.
With the document template Document template A document template is an Office Open XML document (“Word file”) with the file extension ".docx". The template can contain any formatting, and you can also define placeholders (variables) that are then filled with data by Elephant MailMerge at runtime. You use Word to create a file with your company logo and your contact details as a template. you select one of the most important parts of your form letter. The template is used later to create the letter to your business partners.
You define the target group Target group The target group is the number of recipients to whom you want to send the form letter.
For example, all customers in a specific zip code area. , using an Excel file, which only contains the keys, such as customer numbers. The other data is then determined from the SAP system.
Finally, you specify the sender, subject, and content of the email and select the email template Email template The email template is used to design the emails that are sent. It is defined in HTML format. from which the email should be created. And then the elephant can do its work.
Here you can watch the Elephant at work. All form letters created so far are displayed in a clear list, and you can see at a glance how many target group elements Target group elements A target group element is a single recipient of a form letter. Often, the target group element is simply a customer number, but it can also be, for example, a combination of customer number and contact person number. have already been processed.
