Ragic Logo
<< Importing & ExportingTable of ContentsPublish to The Web >>

Mail merge (Export as Word/Excel)

What is Mail Merge?

You can download reports of individual entries in a customized Excel or Word format in Ragic with the mail merge tool.

Creating a Template for Mail Merge

Click Mail Merge under Tools in your listing page.

You can download the template created by Ragic according to your form page design, by clicking the Download button next to Sample Template.

Feel free to make modifications to customize your template in any way you want. You can choose to omit fields if you want. Repeating field values is also possible, just make sure that you are writing:

<<Field Name>>

where you want to add the field values.

If the field values are in subtables, they can be written as

#Field Name#

in a row.

Note: If you have duplicate field names, and you want to mail merge the data from those fields (with the same name), you will need to change them to different names so that the system can map the fields correctly when you download the data.

In the example above, Microsoft Excel is used to edit the template, but basically any type of spreadsheet application would work as long as you are able to save your spreadsheet with .xlsx format.

If you need a text document instead, you can create a template directly in a text editor application such as Microsoft Word. The field values would be formatted like the above. Save the text document with the .docx format. Please note that some elements like text boxes are not supported for variables yet.

If you need to mail merge the subtable records, it's currently only supported with Excel.

After you're done designing your template, upload this report template to your sheet by clicking on Create a template on the mail merge configuration.

You can name and save your uploaded template here (don't forget to click Upload to save).

You can upload as many report templates as you want.

Including Multiple Entries in a Page

By default, mail merge exports data as one page per entry. However, sometimes you may want to include multiple entries in one page, such as when printing a phone book, labels, business cards, etc. To do this, you can create a Word template in mail merge (Note: Excel format doesn't support including multiple entries in one page).

By adding parameters like << Field Name or ID~~1 >>, << Field Name or ID~~2 >> etc., you can configure how many entries you'd like to include in one page in the template.

After the template is saved, you can download data in the template format.

Download Reports Formatted with your Template

Click the Mail Merge button next to your report name when you would like to generate reports from the data in your database. This will take you to an option that displays the number of entries you would like to download with the mail merge template applied.

You can configure the number of entries to download, and choose to download them as Separated files (compressed into a zip file) or A single file (separated by tabs).

The reports will then be downloaded to your computer in a .zip file. If a filter is applied to your listing page, only the filtered records will be mail merged.

This would be how a single report looks like with the template example above:

Here are other examples, with an image field included:

Mail Merge Approval Process Records

The original format of the sample template document that you download from Ragic mainly contains the fields of the sheet and its subtable(s). If this sheet is configured with an approval process, the approval process records that are shown on the bottom right side of your sheet within Ragic would not automatically appear in the sample template document. If you want to add them, you need to manually add instructions when you modify the template document. After that, upload your customized template document so you can download reports formatted to contain the approval process records.

Parameter Output Note
#{{APPROVAL_STATUS}}# Approval Status If an assigned deputy helps approve or reject approval requests, (Deputy) wil be shown next to the approval status
#{{APPROVAL_DATE}}# Approval Date Only shown when the approval step was approved
#{{APPROVAL_APPROVER_NAME}}# Approver’s Name
#{{APPROVAL_APPROVER_SIG}}# Approver's Signature in Personal Settings
#{{APPROVAL_APPROVER_EMAIL}}# Approver’s E-mail


In this example we will show you how to create a mail merge template that will display approval process records on a mail merge.

First, we download the template document from the mail merge menu. It does not contain approval process records as you can see below. The fields and subtable fields are shown as below:

Here, we manually add the fields with the necessary parameters for the approval process on this spreadsheet document: Approval Status, the Approver’s Name, and the Approver’s E-mail address. After uploaded, we can use this document as the new template.

With this new template, we can now have records of the approval process when we export our data through mail merge.

List of Mail Merge Parameters

Parameter Output
<<Field ID>> The value of a field.
<<Field Name>> The value of a field. Case sensitive. If there is more than one field with the same field name, use <<FIELD ID>> instead.
#Field Name# The value of a subtable field
#{{APPROVAL_APPROVER_NAME}}# Approver’s name
#{{APPROVAL_APPROVER_SIG}}# Approver's Signature in Personal Settings
#{{APPROVAL_APPROVER_EMAIL}}# Approver’s E-mail
#{{APPROVAL_STATUS}}# Approval status
#{{APPROVAL_DATE}}# Date of approval
<<RECORD_LINK>> The URL of the record

Video Tutorial

Please view the video below for a step-by-step tutorial:

Top of Page
<< Importing & ExportingTable of ContentsPublish to The Web >>
Learn more about Ragic:
Why we created Ragic
User Guide
Keep in touch:
Ragic, Inc.