Cloud 9: Using Merge Fields in the Document Editor

Keywords: document editor, merge fields, questionnaire, letter, images, merge, template, recipient, technical text, layman’s text
Summary
Merge fields in the Cloud 9 Document Editor allow letters to automatically pull in patient-specific information. This article explains how to add merge fields, link questionnaire answers to documents, insert images by series type, and troubleshoot merge field problems.

Overview
The Document Editor is where you create templates of letters that, when built with merge fields, pull patient-specific information into a final personalized letter. Merge fields act as placeholders in the template that are replaced with real patient data when the letter is merged.

Note: Before working in the Document Editor, review the Document Editor Introduction article here. 

Creating a New Document
Follow the steps below to create a new document.

1. Open the Document Editor. 

2. Under the File tab, use the New dropdown menu to select the type of document you are creating. For this example it will be a Letter.

3. Select Save As to assign a name to the new document and, if necessary, identify a specific location this document will be used for.
   

4. Under the Home menu, select the font style and size for the document. Any merge fields you add will use the same font style and size selected for the letter, so set this before adding merge fields.

5. If you want to place an image next to text, add a table to the document first and then insert the merge field inside the table to keep everything aligned correctly. For detailed instructions on this, please see this article: Cloud 9 Adding Tables within the Document Editor.

Adding a Merge Field
To add a merge field, follow the steps below.

1. Place your cursor in the document where you want the merge field to appear.
2. Select the Merge Fields tab.
3. Use the applicable dropdown to find the field you need. For example, to insert today’s date select General > Basic > Today’s Date Words.
   
4. The merge field will populate in the document at the cursor location.
   

Once a merge field is inserted, you can format it the same way as regular text. Bold, underline, and other formatting options all work on merge fields.
Note: There is no limit to the number of merge fields that can be added to a document. No matter which dropdown you select them from, the process is always the same.

Inserting Merge Fields from a Questionnaire
To pull answers from a questionnaire into a document:

1. Place your cursor where you want the merge field to appear.
2. Select the Merge Fields tab and choose the General category.
3. In the dropdown menu, select Questions (the bottom option), then slide right and select Questionnaire Question.
   
4. A popup window will appear. Select the name of the questionnaire you want to pull information from in the top field. All questions from that questionnaire will populate in the second field.
5. Highlight the question you want to insert, select the applicable Text Style, and click Insert.

Repeat this process for each question you want to include in the document.

Inserting Images into a Document
Tip: When adding multiple images, use a table to keep them aligned properly.
To insert an image merge field:

1. Place your cursor where you want the image to appear.
2. Select the Merge Fields tab and choose the General category.
3. In the dropdown menu select Images, then Images again in the next menu.
4. Select the Series Type and then the Image Type.
   

The series type you select determines which images are pulled when the letter is merged:

• Before: Pulls an image from before treatment.
• After: Pulls an image from after treatment.
• Latest: Pulls the most recent image of the selected type.
• Initial Records, Progress Records, Refinement Records, Phase I Debond Records, Debond Records, Final Records: Each of these pulls images only from that specific series.

Once the series type and image type are selected the merge field will appear in the document. It will display as a placeholder, (screenshot below), until the letter is merged, at which point it will pull the correct image for that patient.

Important: Do not merge images into a document until they have been edited (cropped, flipped, adjusted, etc.) in Cloud 9. If an image is merged before editing, subsequent merges will continue to use the original unedited version. To fix this, export the images to a local computer, delete them from the patient record, re-import them, make the necessary edits, and then merge again.

Troubleshooting Merge Field Issues
 

1. A merge field is in the document but not showing in the final merged letter
   There are a few possible causes. First, check whether the question was answered on the questionnaire for that patient. The letter only shows answers that were actually completed on the questionnaire. Second, check whether Layman’s Text and Technical Text are entered for the answers on the questionnaire. If you are sending a letter to a doctor but no Technical Text is entered for that questionnaire answer, it will not appear on the final letter. Third, if any changes have been made to the questions within the questionnaire itself, the merge fields in the Document Editor will need to be deleted and re-added to reflect those changes.

2. A letter is being sent to a dentist but their address information is not showing
   When creating a letter in the Document Editor, always use recipient merge fields rather than profession-specific fields like Dentist. Recipient merge fields pull the correct address information for whoever is set as the recipient on the patient’s account, whether that is a dentist, parent, oral surgeon, or anyone else. If you only add a merge field specifically for Dentist and the recipient is not listed as a Dentist, their address information will not populate.

3. Images are not appearing correctly or are not cropped when merged
   See the note in the Inserting Images section above. Images must be edited in Cloud 9 before being merged into a document. If an unedited image was merged, the original will continue to be used even after edits are made. To correct this, export the images, delete them from the patient record, re-import them, edit them, and then merge again.

4. The document cannot be saved due to size
   The maximum size for any document saved in the Document Editor is 4 MB. A sizing status bar in the lower right corner of the Document Editor shows the current document size. If the bar turns red, the document is over the limit and cannot be saved. Remove images as needed until the document is under 4 MB, then save.