Operation

This page explains how myPM Merge operates. Before we begin, let's define some terms we will be using.

Definitions

Term Definition
Bookmark A MS Word feature used to define a location within a Document.
Used by myPM Merge to define where to insert data in the Template.
Data File Contains one or more Merge Definitions. Data files have a ".mmu" file extension.
Data Source A file containing the data to be merged. ie. a MS Access Database or MS Excel Workbook.
Merge Definition Contains the configuration data required by myPM Merge to generate merged files.
Merge Definitions are stored in a myPM Merge data file.
Merge Field A database field or worksheet column containing data, located in the Data Source.
Merge Filter Defines which records in the Data Source to include or exclude.
Only records meeting the filter criteria are available for merging.
Merge Map Defines which fields from the Data Source are inserted in the Template, to generate the merged file.
Merge Preview Defines which fields in the Data Source will be displayed when selecting records to merge.
Merge Record A database record or worksheet row containing data, located in the Data Source.
Merged File A file created by inserting data from the Data Source into the Template.
Merged files may be saved and/or printed.
Primary Key Field A field in the Data Source. The Primary Key Field should contain non blank data for each record.
Template A file into which data from the data source is inserted, creating a merged file.
ie. a MS Excel Workbook or MS Word Document.

The operation of myPM Merge may be divided into three stages: Setup, Configure, and Process.

Setup

This stage involves creating and/or updating the Data Source and Template files.


Data Source

The Data Source may be either an existing MS Access Database, as shown below,



or a MS Excel Workbook, as shown below.


The Data Source should be created and/or updated prior to using myPM Merge.
myPM Merge uses the MS ACE or JET OLE DB Provider to extract data from MS Access Databases.
myPM Merge extracts formatted and raw data directly from MS Excel Workbooks.

Template

The Template file may be either a MS Excel Workbook, as shown below,


or a MS Word Document, as shown below.


Any MS Excel Workbook may be used as a Template. myPM Merge will insert data in the defined Worksheet cell/s.
Any MS Word Document may be used as a Template. Use Bookmarks to define where data is to be inserted.

Bookmarks

Bookmarks are not normally displayed by MS Word. When displayed, they are enclosed by square brackets. eg. [Street]
To view Bookmarks in MS Word 97-2003, use Tools Menu > Options > Show Bookmarks.
To view Bookmarks in MS Word 2007, use Word Options > Advanced > Show Bookmarks.

Configure

This stage involves configuring myPM Merge to use a Data Source and Template.


Merge Definition

After opening myPM Merge, click New Merge Definition to create a new Merge Definition, as shown below.


Merge Definitions contain the configuration data required to generate merged files from a Data Source and Template.

Configure Data Source

On this Tab, you may select the type of Data Source type (MS Access Database or MS Excel Workbook).
Once the Data Source type has been selected, the appropriate file may be selected.


Configure Template

On this Tab, you may select the type of Template (MS Excel Workbook or MS Word Document).
Once the Template type has been selected, the appropriate file may be selected.
You may also select to save and/or print the merged files.
Note: To save merged files, the Data Source should contain a Filename field.


Define Merge Map

On this Tab, you may define where data from the Data Source is inserted in the Template.
Data Source - MS Access Database: Select the field/s containing data to be merged.
Data Source - MS Excel Workbook: Select the column/s containing data to be merged.
Template - MS Excel Workbook: Select the cell/s where the merged data will be inserted.
Template - MS Word Document: Select the bookmark/s where the merged data will be inserted.

Formats

myPM Merge supports merging either text or value data stored in the Data Source.
Generally, value data is how the data is stored in the Data Source. eg. "4"
Text data is how the data is displayed in the Data Source. eg. "4.00"

HyperLinks

myPM Merge supports the merging of Hyperlinks. The Data Source should contain two fields:
the hyperlink text, and the link itself.

Define Merge Filter

On this Tab, you may define a filter that will include or exclude records in the Data Source from being merged.
Up to three filter conditions may be defined. Only records meeting the filter criteria will be available for merging.


Define Merge Preview

On this Tab, you may define which merge fields will be displayed when selecting records to merge.
These fields may correspond to the merge fields defined in the Merge Map, or may be completely different.
Sufficient fields should be selected to enable easy identification of records to be merged.


myPM Merge Data File

The myPM Merge Data File has a ".mmu" file extension, and contains one or more Merge Definitions.
Double clicking on a Data File will normally start myPM Merge, and load the respective Data File.

Process

This stage involves using myPM Merge to generate merged Documents and/or Workbooks.



After starting myPM Merge and loading the appropriate Data File, select the required Merge Definition.



After clicking Start, and confirming you wish to process the selected Merge Definition, myPM Merge will:

Merge Preview Dialogue

The Merge Preview Dialogue will be displayed, from where you may select which records you with to merge.


The Merge Process

After selecting which records to merge, myPM Merge will:

Data will be inserted, and the merged file saved and/or printed, for each selected record.

Create Save Folder

If the merged files are to be saved, and the Save Folder does not exist, myPM Merge will prompt you to create it.


Click Yes to create the Save Folder, and continue the merge operation.

Report Dialogue

Once all the selected records have been processed, myPM Merge will close the Template.
A Report Dialogue will be displayed, as shown below.


Explore Saved Merged Files

To view the saved merged files, click the Explore button to open Windows Explorer in the Save Folder.


Merged Files

An example of a merged MS Word Document is shown below.


Summary

Like any unfamiliar software, myPM Merge may appear a bit daunting to the first time user.
However, we hope this page has helped you understand how you may use myPM Merge to meet your requirements.