Wednesday, October 24, 2018

Letter Merge for Custom Fields Referenced to Parent Records (i.e. Jobs records, Customer, other Custom Records or Multiple Layers of Referencing to Other Records

When using NLTAGS/ CRMSDK tags from custom fields which are referenced/sourced from Parent records, the value from the merged document can either be:
- blank/null
- Error: field not Found

In order to pull the values correctly, you have to include the tags of the referenced fields.
For example, in order to pull NLCUSTRECORD111-1 and NLCUSTRECORD111-2, below are the steps.

Steps:
I. Check where the two custom fields are getting their values
     1. Navigate to Customization > Lists, Records, & Fields > Record Types > view sample Custom record : Watershed MOU
         * note: Watershed MOU has 2 Custom fields that use referencing: Watershed Project Name and Watershed name
     2. Under Fields tab, click Watershed Project Name to see the settings.
    Settings for "Watershed Project Name".

            ID: custrecord111-1 
            Type = Free form text
            Store value = False
            Show in list = True
            Sourcing and Filtering
             >> Source list = Job name
             >> Source From = Watershed Project name

    3. Still under Fields tab, click Watershed Name to see the settings.
    Settings for "Watershed Name"

            ID: custrecord111-2
            Type = Free form text
            Store value = False
            Show in list = True
            Sourcing and Filtering
             >> Source list = Job name
             >> Source From = Watershed name

     4. The said fields are dependent on "Job Name" (ID: custrecord222), which is a custom field under the same custom record "Watershed MOU".

II. Check the settings of the referenced Parent custom record: Job Name
    1. Navigate to Customization > Lists, Records, & FieldsRecord Types > sample Custom record : Watershed MOU
    2. Click Fields tab 
    3. Click Job Name. 
    Below are the settings:

            - Type = List/ Record
            List/ Record = Job
            Store Value = False
            Show in List = True

            - Sourcing and Filtering:
            Source List = Grantee
            Source From = Associated WS Job

III. Check the settings of the sourced field Associated WS Job under custom record "Grantee" 
    1. Customization > Lists, Records, & FieldsRecord Types 
    2. Click Watershed Grantee
    3. Click Fields tab
    4. Click Associated WS Job
        Below are the settings of Associated WS Job
            Type = List/ Record
            List/ Record = Job
            Store Value = True
            Show in List = True

IV.  Create a letter template with the two tags and include the referenced field NLCUSTRECORD222
1. Navigate to Documents > Templates > Letter Templates
2. Click Edit to the desired Letter Template
Note: Provided that there is already an existing Letter template with the corresponding sample source file
3. Add the following CRMSDK tags
NLCUSTRECORD111-1
NLCUSTRECORD111-2
NLCUSTRECORD222

4. Save the Letter Template
5. View any Watershed MOU custom record and do a letter merge

Actual result: The tags for NLCUSTRECORD111-1 and NLCUSTRECORD111-2 pulled the right values.
If desired result is to prevent recipients from seeing NLCUSTRECORD222, make the font color "white".

 


 

 

 

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