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Use this utility after you have imported your agency's custom 4.5 Form Letters using the AfW Form Letter Importer Utility.
Use this utility to convert the 4.5 Form Letters you imported using the Form Letter Importer, and for any customized AfW Merge Templates that you want to convert to AMS360.
Standard Merge Templates are included in AMS360, so only those Merge Templates that your agency has customized need to be converted.
Overview
The AfW to AMS360 Merge Template Converter provides a means of moving your document and data templates to AMS360. This utility converts the following:
- 4.5 Form Letter Word Documents
- DataPorter Form Letter Word documents
- DataPorter Merge Field Lists for Form Letter
This utility does not convert Schedule, Proposal, and Summary templates or documents.
Although the merge field options are different on AMS360 than they were on AfW, most of your Merge Fields will convert. After running the Merge Template Converter, you will need to do some additional steps to make the Form Letters and Merge Templates fully useable.
The Merge Template Converter involves the following steps:
Installing the software
Running the conversion
Updating the merge fields in your Form Letters
To download the software needed to run this conversion, do the following:
Make sure that the workstation you are installing from has a copy of Microsoft Word installed.
Open the Administration Center. Click the Utilities section on the Sidebar menu to expand the options.
In the Utilities section click AMS360 Downloads.
On the Download Center page that appears, locate the AMS360 Migration Downloads > AfW to AMS360 Merge Template Converter. Read the information and when ready, click Download to install the program to your workstation. A File Download Security Warning appears.
Click Run. The message: Do you want to run this software? may appear.
The prompts lead you through the installation process. Note that if you accept the default installation location, the program is installed in the directory: C:Program FilesAMS Services, IncMergeTemplateConverter.
The time it takes to run the AfW to AMS360 Merge Template Converter varies depending on the number of Form Letters and Data Templates you are converting from AfW. Typically the process runs for about 30 minutes.
During this time you can run other programs on the workstation where the conversion is running, and other users can be logged into AMS360. However, the Merge Template Converter can slow the response time of other programs on the workstation where it is running. Therefore, Vertafore Customer Care recommends downloading and running it on a workstation where no other programs are being used.
Working with Your Converted Form Letters and TemplatesThe Merge Template Converter imports all of the Form Letters (including imported AfW 4.5 Form Letters) and Merge Field Lists from AfW DataPorter that existed at the time you ran AfW to AMS360 NPR (New Program Release).
The merge field lists used by AfW and AMS360 are not identical. Due to software architecture changes, some fields available in AfW may not have a counterpart in AMS360.
Once these items are converted there are additional steps you must take in AMS360 to make the information fully usable. You will need to update the Merge Fields and verify the text, format, and merge fields in the converted Form Letters.
Updating the Merge Fields and Verifying Text, Fomat and Merge Field in Form LettersUse the following procedure to review your converted Form Letters in AMS360.
From the Home Center sidebar menu in AMS360, select Actions >Form Letters. The Form Letter data entry form appears.
From the toolbar in the Form Letter data entry form, click the Document Library icon. The Document Library data entry form appears.
In the Category column of the Form Letter Main Documents grid, use the filter arrow to select only the AfW Form Letter Documents.
Once you choose AfW Form Letter Documents, only the Form Letters converted from AfW will appear in the list.Beginning with the first letter in the list, double-click it to open the letters settings. The following information and options appear:
| Field | Information and Options Available | ||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Category | This will always appear as AfW Form Letter Documents, but you can change the Category of the form letter by selecting it from the list. Vertafore recommends that you re-file these form letters into more descriptive categories. This will make it easier for your staff to locate the letters. | ||||||||||||||||||
Active | When selected, the form letter is available for use in the Form Letter data entry form. To hide the letter and prevent it from being used, remove the check mark. | ||||||||||||||||||
Document Name | The file name of the form letter from AfW. You can change the name of the document. This name appears in the list in the Form Letter data entry form. The following filename characters could be used in AfW, but are not allowed in AMS360. The characters have been changed as follows:
| ||||||||||||||||||
Author | The name of the person who created the document in AfW. | ||||||||||||||||||
Form Letter Type | This will always appear as standard and cannot be changed. | ||||||||||||||||||
Merge Template | The name of the Merge Template that is attached to this Main Document. This is the name of the Merge Field List from AfW DataPorter. | ||||||||||||||||||
Skip Data Selection Process | Typically selected for form letters that are used for large mailings. By checking this box AMS360 will merge the first set of data (when multiple sets of data are found) that matches the criteria it finds and will not stop for the user to choose the data on each letter. | ||||||||||||||||||
Summary | The file name of the form letter appears in this field, but can be changed. | ||||||||||||||||||
Launch Word | Opens the document in Word so you can edit text, layout, and merge fields. |
After verifying or changing the settings, click Launch Word. The document opens in Word for editing.
In Word, you can modify the letter as needed. The following chart lists some useful tools for working in the Word Main Document.
The tools listed in the chart are based on Word 2003.
| MS Word Tool | Use To... |
|---|---|
Insert Merge Field | This will always appear as AfW Form Letter Documents, but you can Use to insert or update an AMS360 merge field in the document. |
Insert Word Field | Use to insert a Word merge field into the document. |
Highlight Merge Field | Use to highlight the location of the merge fields for easier editing. |
For more information on working with Mail Merge in Word, refer to Word Help.
When you have finished editing the document, save it and exit Word. The Document Library data entry form appears with a message asking if you want to store the changes to the Mail Merge Main Document. Click OK.
On the toolbar, click Save.
Repeat steps 5 through 7 for each AfW Form Letter Document.
When you are finished editing the documents, click Save & Close. The Form Letter data entry form appears. Close the Form Letter data entry form.
Form Letters in AMS360 use a Merge Field Template (Copy of AMS360 v1.5 Base List) similar to DataPorter in AfW. If you used profile information to merge into Form Letters, you will want to edit the AMS360 v1.5 Base List Merge Field Template and add Profile Questions to the list of Selected Fields, so that items like Salutation will merge for you the way they did in AfW.
Use the following procedure to add Profile Questions into the Copy of AMS360 v1.5 Base List Merge Field Template.
From the Home Center sidebar menu in AMS360, select Actions >Form Letters. The Form Letters data entry form appears.
From the toolbar in the Form Letters data entry form, click the Document Library icon. The Document Library data entry form appears.
From the toolbar in the Document Library data entry form, click the Merge Field Editor icon. The Merge Field Editor data entry form appears.
In the Merge Field Templates list, locate the ”r;Copy of AMS360 v1.5 Base List” and select it. Click Edit. An AMS360 message appears advising you that you are about to edit a permanent merge template. Read the message carefully and then click OK. The template fields appear.
Click Selections. The Merge Field Editor data entry form appears. This form contains two sections:
Available Fields: Fields that can be included in the Merge Template, but currently are not.
Selected Fields: Fields that are currently included in the Merge Template.In the Available Fields list, select Profile Questions and then select to add it to the Selected Fields list by clicking the left arrow. Profile Questions now appears in the Selected Fields list and will cause any profile question fields to merge correctly in Form Letters.
Click Save & Close. The Document Library data entry form appears. Close the form. The Form Letters data entry form appears. Close the form.
After you successfully run the AfW to AMS360 Merge Template Converter and you no longer want the software on your workstation, perform the following procedure to remove it:
Click Start > Control Panel > Add or Remove Programs. The Add or Remove Programs dialog box appears.
Scroll through the list of installed programs until you find Merge Template Converter and then select it. Click Remove in the lower right corner. A message appears asking for confirmation that you would like to remove the Merge Template Converter software from your computer.
Click Yes to proceed. Several messages appear that do not require user action. When the software is removed, the Add or Remove Programs dialog box appears and Merge Template Converter is no longer listed.
Close the Add or Remove Programs dialog box and then close Control Panel.
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