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Mail Merge

Generate documents in bulk by applying a template to multiple projects at once. Mail Merge uses the same variable substitution as Document Templates but adds bulk project selection, merged output, and generation tracking.

Mail Merge vs Generate from Template​

Readybuild offers two ways to generate documents from templates:

Generate from TemplateMail Merge
AccessFrom within a single project's Documents tabProjects > Mail Merge in the main menu
ScopeOne project at a timeMultiple projects at once
TemplatesAll document templatesOnly templates with Enable for Mail Merge checked
OutputSingle document for that projectOne merged document containing all selected projects
TrackingNo record keptEach generation is recorded with date, user, and project
Best forQuick one-off documents for a specific projectBatch operations like sending letters to many clients

Accessing Mail Merge​

  1. Go to Projects > Mail Merge in the main navigation menu

Generating Documents​

Step 1: Select a Template​

Choose a template from the Template dropdown. Only templates with Enable for Mail Merge checked in Document Templates settings appear here.

Step 2: Filter Projects​

Once a template is selected, use the project search and filter tools to narrow down the list:

  • Click Search to open the project search dialog, where you can filter by date range, stage, division, salesperson, and other criteria
  • Use Saved Searches to quickly apply previously saved filter sets
  • Check Hide already generated (enabled by default) to exclude projects that already have a generated document for the selected template

Step 3: Select Projects​

Use the checkboxes to select which projects to generate documents for:

  • Click the checkbox in the header row to select or deselect all projects on the current page
  • Click individual checkboxes to select specific projects
  • The selection count is displayed on the right side of the toolbar

Step 4: Generate​

Click Generate Documents to create the merged document. The generated file combines all selected projects into a single .docx download using the template's variable substitution.

Each project in the batch gets its own record in the generation history.

Saved Searches​

You can save and reuse filter combinations:

  1. Apply your desired filters using the Search dialog
  2. Click the saved searches menu and select Save Current Search
  3. Enter a name for the search
  4. To reuse a saved search later, select it from the saved searches menu

You can also delete saved searches you no longer need from the same menu.

Generation History​

Click View History on the Mail Merge page to see a log of all previously generated documents.

The history table shows:

  • Project — the project ID and title
  • Template — the template used
  • Generated — the date the document was generated
  • Generated By — the user who generated it

Filtering History​

Use the Template dropdown to filter history records by a specific template.

Deleting Records​

To remove a generation record, click the delete icon on a row and confirm. Deleting a record makes that project eligible for generation again when Hide already generated is checked.

Setup Requirements​

Before using Mail Merge, an administrator must enable it on at least one document template:

  1. Go to Settings > Projects > Document Templates
  2. Edit a .docx template (or create a new one)
  3. Check Enable for Mail Merge
  4. Save the template

See Document Templates for details on creating templates and available variables.

info

Only .docx (Word) templates support Mail Merge. Excel and PDF templates do not have this option.