Frequently Asked Questions - TeleForm Data Merges

If you are able to pre-populate your forms with data prior to distributing them, then you can use a merge to do so.

A TeleForm Automerge is used to take data from a database or datafile and to print it neatly onto a form, saving the need for certain fields to be handwritten. This saves time when filling the forms in and greatly increases recognition accuracy and efficiency.

TeleForm can merge text data into text fields, barcodes and images into Image Zones, and indeed prefill choice fields with data held in a merge database.

The Automerge Publisher application can be configured therefore to regularly monitor a data merge source (database table or datafile) for records in a pending status. Once found, it takes the field data and populates the data/images directly onto the form template of your choice.

You can configure a merge to distribute the populated form either to the printer, to email (with an attachment as an image or PDF) or indeed directly to your fax server.

Once each merge is complete, the merge database/datafile is updated to reflect that it has been done. Need a reprint? Just adjust the record to set it to pending again!

To set up a merge within TeleForm, follow the steps below.

Firstly, create a merge database:

1. Create an Access or Excel file (we recommend Access over Excel as it is better designed as a ‘database’). Give it a filename that is convenient for you to recognise in the future (for example: Merge.MDB). Note that if you are using the latest version of Microsoft Access, you MUST save it as an MDB file rather than an ACCDB file (Microsoft’s new format isn’t compatible).
2.  Create a table in the Access file with a name that is similar to the name of your form (just to that you can recognise it again in the future).
3. Create columns (fields) in that table that have EXACTLY the same names as the fields that you want to prefill on the form. This may mean you create only one or two columns, as many as you require.
4. In addition to these columns, you MUST create some additional ones which are used by TeleForm to keep track of the merged data:
   •  RECORD_STA (a number): this means Record Status, and TeleForm will look at this value and determine whether it needs to be printed, or whether it has already been printed. Values are: 23=Pending, 20=Done.
   • REMOTE_UID (a number): this means Remote User ID, however, regardless of what it means, values in here must be unique (they won’t be printed on the form). The easiest way to set this column up is to set it as “Autonumber” so that Access makes the field values unique itself without you having to worry about it.
   • (optional) TIME_STAMP (a date time): if used, this informs TeleForm WHEN to merge the data onto the form. If you are running a very large print-run for example, you may choose to merge all data during an out-of-hours date and time such that the printer doesn't hold up other print jobs.
   • (optional) SEND_TYPE (a number): if used, this will instruct the merge how to distribute the forms. 1=Fax, 2=Print, 4=Email, 8=Email with attachment, 16=Email with PDF.
5. Once you’ve created all the necessary columns you can now start putting data in. As a test, put value into your merge fields, and a value of 23 into the RECORD_STA field. You should see that the REMOTE_UID value fills automatically if you have it on Autonumber.
6. Save the Access file in a sensible location.

Now we configure TeleForm AutoMerge Publisher to regularly monitor the database:

1. Open up TeleForm AutoMerge Publisher. From the Merge menu, select New... and then choose the form template that you want to merge data onto.
2. In the Setup window that then appears, choose Microsoft Access (.MDB) from the Format menu, and then click Merge From. Browse and select your Access file. For the Table, click on the listed selected table name you created above. Click OK
3. In the settings, click Enable and As soon as possible and Printed.
   Note: The printer chosen for this task will be the default printer for AutoMerge Publisher which is defined in the File menu)
4. Click on the Fields tab. Scroll down the list and you should see the merge fields listed – mapped to the fields of the same names in your database.
5. If all looks ok, click on OK
6. You should now hear your printer churning away with the single form print. Check that the merge fields are correct.
7. If printed, now open up your Access database again and look inside the table. You should now notice that the single record is still there, but the RECORD_STA value has changed from 23 to 20. This is normal. Basically, a value of
   • 23=Pending.
   • 20=Done. If required, you could now change the value back from 20 to 23 and the form would print out again.

Once the test merge works, it is now possible to add many more merge records to your database. From now on, whenever the AutoMerge application is running, and as long as your merge(s) are enabled, new merge records set to Pending will automatically be actioned.