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Sugar Enterprise 6.0 Documentation
Sugar Plug-in for Microsoft Word
Version 6.0.0
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This document describes how to install and use the Sugar Plug-in for Microsoft Word, version 6.0.0 to merge data from Sugar with MS Word templates in Sugar Enterprise, Sugar Professional, and Sugar Express.
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Sugar Plug-in for Microsoft Word enables you to merge data such as names and addresses from Sugar Enterprise, Sugar Professional, and Sugar Express with form letter templates created in Microsoft Word.
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Include an unlimited number of records such as accounts, contacts, and opportunities within a single merge operation.
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Ensure that the Mail Merge option is enabled in Sugar; the administrator must enable it on the System Settings page and the user must enable it on the User Preferences page. See the Sugar Enterprise Application Guide, Sugar Professional Application Guide, or Sugar Express Application Guide for more information.
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From the Sugar website, download Sugar_WordPlugin_6.0.0.zip for Word 2003, or for Word 2007.
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Open the zip file and click the .exe installer to begin the installation process.
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A blank Word document that appears on the screen displays a SugarCRM menu option. This menu lists options such as Login and Settings.
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In Word, from the SugarCRM menu, select Settings and specify your username, password, and the URL to your Sugar application; click OK.
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From the SugarCRM menu, select Login to log into Sugar.
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When you are logged into Sugar, the Login option in the SugarCRM menu turns inactive and the Logout option turns active.
You can create mail merge templates in Word and upload them into Sugar. Templates are stored in the Documents module. When you create a template, you have to specify the primary module from which you creating the template.
Depending on the primary module that you select, you can also select fields from a related module. For example, if you are creating a template from the Accounts module, you can select fields from Contacts or Opportunities. The table below lists the related modules, if any, for modules supported by the Sugar Plug-in for Microsoft Word.
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From the SugarCRM drop-down menu in Word, select Define Template.
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The Select Master Module dialog box displays.
Existing record fields from the selected module display in the Add Fields dialog box.
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Select the fields that you want to add to the template and click Add to Document.
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If so, the Next button displays in the dialog box. If not, the Finish button displays in the dialog box.
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Click Finish.
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To move a field, highlight it and drag it to the new location; you can also enter other text in the template.
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From the SugarCRM menu, select Upload Document.
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The Upload Document to SugarCRM dialog box displays on the screen.
The Is Mail Merge Template checkbox is selected by default to ensure that it displays as a template in the Documents module.
If the operation is successful, a message displays stating that the template was uploaded successfully.
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Click OK.
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To update the document, make the necessary changes in Word, and upload the template to Sugar.
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To perform it in Sugar, you define the template in Word, upload it into Sugar, select one or more records from the selected module, and merge them with the template.
To perform a mail merge operation in Word, you define the template in Word and then merge it with one or more records from the selected module.
When you upload a template from Word, it displays in the Document module as a mail merge template. The Shortcuts menu displays a Mail Merge option that allows you to access the Sugar Mail Merge wizard without navigating to the module’s home page.
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Note:
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The Mail Merge option must be enabled on both the Administration page and the User Preferences page to display the Mail Merge option.
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The Merge Records page displays the selected module.You can choose a different module from the Selected Module drop-down list
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Select an available template from the Select Template drop-down list.
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Click Next.
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The Refine List of Accounts to Merge page displays the selected records.
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If you did not select any records, click Search to view existing records from the selected module in the Available list.
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Use the left and right arrow to add or remove records. From the drop-down list below, you can choose another related record such as a contact or opportunity
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Click Next.
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If you chose a related module, the associated records display on the screen. You can click Select to choose a different associated record.
If you did not choose a related module, the Review and Complete page displays on the screen.
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Click Next.
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The Review and Complete page displays the selected module, records, and template.
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Click Begin Merge to start merging the data with the template; to change a setting, click the Back button.
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The browser displays a dialog box requesting you to specify whether to open the merged document in Word, or save it to a disk.
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If you choose to open it in Word, the merged document displays on the screen. You can save this document to your local machine or you can upload it into Sugar as a Sugar document.
If you choose to save it to a disk, the document is saved to the Temp folder on your local machine.
To begin a new mail merge operation, click Click Here to Continue.
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Using the right arrow, move the records that you want from the Available records list to the Selected Recipients list.
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Click Next.
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For example, for the Accounts module, select an account from the Recipients list to view the related contacts in the Associated Contacts list. For campaigns, select the campaign in the Select Campaign tab and then specify the targets in the Select Targets tab.
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Click Next.
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The Complete Mail Merge dialog box displays the selected records.
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Click Complete Merge.
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Select Upload from the SugarCRM menu to upload it to Sugar.
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Click OK.
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If the upload is successful, a message displays confirming it. The document displays as a Sugar document in the Documents module.
Copyright 2004-2010 SugarCRM Inc.
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