Working with Complaint Response Template Documents
When using Complaint Response Template Documents for your Customer Complaint Records you have the option of using a Microsoft Word Document with the 'MergeFields' feature. Using this feature means that your Microsoft Word Document will populate with information pulled from the Complaint Record in Safefood 360° itself. This can save you time and reduce the likelihood of errors in manually transcribing complaint data to a Response Letter.
Below are the steps that must be carried out in order to complete MergeFields within a Word Document. Expand each step below for further explanation.
Note: This will only work with Microsoft Word 2007 or newer. The file extension of these files will be docx. If you upload a file that is not Microsoft Word 2007 or newer (e.g. a PDF or older Word file), the document will still be provided to the User on the Complaint Record but no 'MergeFields' will be replaced with information from the Complaint Record.
Image: Navigating to 'MergeFields' in Microsoft Word
Image: Select 'MergeField' from the Field Names Dropdown
Image: Enter MergeField in Field Name
In the Field Name, enter the MergeField you want to insert from this list below:
- ComplaintDate
- ComplaintCustomerName
- ComplaintCustomerPostalAddress
- ComplaintCustomerPhysicalAddress
- ComplaintSource
- ComplaintMethod
- ComplaintConsumerSalutation
- ComplaintConsumerFirstName
- ComplaintConsumerLastName
- ComplaintConsumerAddress
- ComplaintConsumerPurchased
- ComplaintConsumerPhone
- ComplaintConsumerMobile
- ComplaintConsumerEmail
- ComplaintProductName
- ComplaintProductQuantity
- ComplaintProductDateOfManufacture
- ComplaintProductDurabilityDate
- ComplaintProductDurabilityDateType
- ComplaintProductIdentifier
- ComplaintProductTraceNumber
- ComplaintProductBrand
- ComplaintProductProductionUnit
- ComplaintNonconformance
- ComplaintDescription
- ComplaintReference
- ComplaintResponsibleReview
Important: Only use the words listed above and without the special characters ‘<<, >>’, as Microsoft Word will add the special characters automatically for you.
Image: Ok Button
Image: MergeField Inserted
Note: You can add as many of the above 'MergeFields' as you need to personalise your Complaint Response Template Document by following steps 1 to 4.
If you need to edit a MergeField, for example you make a spelling mistake while adding your 'MergeField', you can edit the 'MergeField' via the ‘Edit Field’ option, without having to navigate through the steps listed above again, saving you time. Right click on the 'MergeField' and click the 'Edit Field' button. This will open the 'MergeField' screen again.
Image: Right Click on 'MergeField' and Click 'Edit Field'
Image: 'MergeField' Screen Opened
Download Example of a Safefood 360° Complaint Response Template Document.
