Actions Tab - Complete User Guide

The Actions Tab is where you bring your data to life - merge documents, build complex placeholders visually, create exports, and send email campaigns.

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📑 Table of Contents

Overview
Sub-Tab: Merge
Sub-Tab: Builder
Sub-Tab: Export
Sub-Tab: Email Campaigns
Sub-Tab: Email Analytics
Sub-Tab: Email Config
Quick Reference
Common Workflows
Troubleshooting

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Overview

The Actions Tab contains 6 sub-tabs organized in two rows:

Row 1:

🔀 Merge - Generate documents with your data
🎨 Builder - Visual tool to build placeholders and logic
📤 Export - Create workflow automation packages

Row 2:

📧 Email Campaigns - Send tracked email campaigns via Microsoft Graph
📊 Email Analytics - View email performance metrics
⚙️ Email Config - Configure email connection and settings

This is where you take data from the Data Tab and DO SOMETHING with it. Each sub-tab serves a specific action-oriented purpose.

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Sub-Tab: Merge

Purpose: Generate Word documents by merging your data files with template placeholders.

🔀 Data Actions

The core document generation interface where data flows through your template.

What You Need First

Before using the Merge tab:

Data file uploaded (from Data → Files tab)
Placeholders in your document (like <> or [[ImageName]])
Optional: Word template loaded (from Data → Files → Word Templates)

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📋 Step-by-Step: Generate Documents

Step 1: Select Your Data File

Where: Top dropdown labeled "Data File:"

What To Do:

Click the dropdown
Select your uploaded CSV file from the list
The dropdown shows all files from Data → Files tab

What You See:

File names with row counts
Example: "customers.csv (150 rows)"

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Step 2: Choose a Word Template (Optional)

Where: "Word Template:" dropdown under "Layout & Flow" section

What To Do:

Option A: Use current document

- Leave dropdown as "Select template..."

- Current document will be used as template

Option B: Load a saved template

- Select a template from dropdown

- Click "Load" button

- Template content loads into current document

- Or click "Download" to get the .docx file

Pro Tip: Templates are Word documents you saved in Data → Files → Word Templates tab

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Step 3: Select Data Flow Option

Where: "Data Flow:" dropdown

The 3 Data Flow Options:

|--------|--------------|----------|--------|

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##### Flow Option 1: One Per Page

When to use: You want separate pages for each row of data.

Examples:

Personalized letters (1 letter per customer)
Product specification sheets (1 page per product)
Name badges or labels
Real estate listing sheets

How it works:

Your template becomes a "master" page
System creates a copy of that page for each data row
Placeholders are replaced with data from that row
Pages are separated by page breaks
Final document has N pages for N rows

Example Template:


Dear <> <>,



Thank you for your order #<>.

Your total is $<>.



Sincerely,

Company Name

---PAGE BREAK---

Dear <> <>,

...




Result: If you have 10 customers, you get a 10-page document


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##### Flow Option 2: Single Document (ForEach Loops)



When to use: You need repeating sections within a single document.


Examples:
Invoice with multiple line items

Purchase order with product list

Report with data table rows

Email with dynamic bullet lists



How it works:

Uses special <%...%>loop blocks in your template


Loop blocks repeat for related data (master-detail relationships)

Main document placeholders show master record data

Loop blocks show detail records



Loop Syntax:


<%ArrayName%>

  Content that repeats for each item

  Use <> to access array fields

<%end%>




Example Template:


Invoice #<>

Customer: <>

Date: <>



ITEMS:

<%OrderItems%>

  • <> - Qty: <> - $<>

<%end%>



Total: $<>




Result: Single invoice document with however many line items that customer ordered


Setup Required:
Must link detail file to master file (in Data → Files → Create relationship)

Array name comes from the relationship name



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##### Flow Option 3: Flow Columns



When to use: You want data to flow through multiple columns like a newspaper.


Examples:
Product catalog with 2-3 columns

Directory listing

Menu items arranged in columns

Multi-column price lists



How it works:
Template defines column layout

Data flows from top of first column down

Continues at top of next column

Like reading a newspaper



Best Practice: Design your template with column formatting first, then add placeholders


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Step 4: Optional - Select Graphic Library



Where: "Graphic Library:" dropdown under "Options" section


What To Do:
Option A: Leave as "Auto-detect (default)"

   - System searches all libraries for images

   - Works if image names are unique



Option B: Select specific library

   - Choose from dropdown (shows libraries from Data → Media)

   - Limits image search to that library

   - Faster if you have many libraries



When to select specific library:
Multiple images with same filename across libraries

Want to control which image version is used

Performance optimization for large image collections



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Step 5: Run the Action



Where: "Run Action" button under "Data Flow" section


What To Do:
Click the "Run Action" button

Progress indicator appears showing:

   - Current operation

   - Record counter (e.g., "Record 5 of 20")

   - Progress percentage

   - Time elapsed and estimated remaining

Wait for completion

Document is generated!



What Happens:
System reads your template

For each data row:

  - Replaces placeholders with data

  - Inserts images

  - Applies post-processing functions

  - Formats content

Creates pages based on data flow option

Shows final document in Word



Progress Indicator Features:
Real-time updates - See which record is processing

Time estimates - Know how long it will take

Cancel button - Stop processing if needed

Close button (appears when done) - Dismiss the indicator



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📊 Understanding the Process



Behind the Scenes:


Template + Data + Settings

         ↓

   Read template

         ↓

   Load CSV data

         ↓

   For each row:

     - Replace <>

     - Insert [[images]]

     - Apply {{functions}}

     - Create page/section

         ↓

   Format document

         ↓

   Show in Word




Performance:
10 rows: ~5 seconds

50 rows: ~20 seconds

100 rows: ~40 seconds

500 rows: ~3-4 minutes



Times vary based on:

Number of images

Post-processing functions used

Computer speed

Document complexity



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🎯 Example Workflow: Customer Letters



Goal: Generate 50 personalized customer letters


Setup (5 minutes):
Data → Files → Upload "customers.csv" (50 rows with FirstName, LastName, AccountNumber)

In Word, type your letter template:



Dear <> <>,



Your account #<> has been updated.



Thank you for your continued business.



Sincerely,

Customer Service Team


Save current document as template (Data → Files → Word Templates → Save Current Doc → "Customer Letter Template")



Generate (1 minute):
Actions → Merge

Data File: Select "customers.csv"

Word Template: Select "Customer Letter Template" → Click "Load"

Data Flow: Select "One Per Page"

Click "Run Action"

Wait ~30 seconds

Done! 50-page document with one personalized letter per page



Print: File → Print → Print all pages or select pages 1-10 for first batch


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💡 Pro Tips for Merge

Actions Tab - Complete User Guide

📑 Table of Contents

Overview

Sub-Tab: Merge

🔀 Data Actions

What You Need First

📋 Step-by-Step: Generate Documents

Step 1: Select Your Data File

Step 2: Choose a Word Template (Optional)

Step 3: Select Data Flow Option

Step 4: Optional - Select Graphic Library

Step 5: Run the Action

📊 Understanding the Process

🎯 Example Workflow: Customer Letters

💡 Pro Tips for Merge

Tip 1: Test with Small Data First

Tip 2: Use Templates for Consistency

Tip 3: Monitor Progress for Large Jobs

Tip 4: Cancel and Restart If Needed

Tip 5: Use ForEach Loops for Complex Documents

Sub-Tab: Builder

🎨 Smart Insertion Builder

🏗️ The 5 Builder Tabs

Tab 1: Basic Fields

Building a Text Placeholder

Building an Image Placeholder

Tab 2: Post-Processing

How to Build

Example: Format Currency

Example: Multiple Functions (Chaining)

Common Post-Processing Functions

Tab 3: Conditionals

How to Build

Example: VIP Customer Greeting

Example: Discount Notice

Tab 4: Loops

How to Build

Example: Invoice Line Items

Tab 5: Snippets

How to Use

Example Snippets

Creating Custom Snippets

🎁 Builder Benefits

💡 Builder Pro Tips

Tip 1: Open in Window for More Space

Tip 2: Use Snippets as Starting Points

Tip 3: Build Complex Placeholders Step by Step

Tip 4: Preview is Your Friend

Tip 5: Save Common Patterns as Snippets

Sub-Tab: Export

📤 Workflow Automation Export

🚀 Quick Export vs. Full Wizard

📝 Quick Export Form

Fields to Fill Out

Creating an Export Package

What's in the ZIP Package?

Using the Package in Workflow Automation Tools

💾 Saved Export Configurations

Sub-Tab: Email Campaigns

📧 Email Campaign Wizard

🧙 The 4-Step Wizard

Step 0: Configuration

Step 1: Generate Email Bodies

Step 2: Generate Attachments (If Enabled)

Step 3: Send Campaign

💾 Saved Campaign Configurations

📊 Campaign History

🚦 Campaign Status Indicators

⚠️ Prerequisites

💡 Email Campaign Pro Tips

Tip 1: Test with Small Group First

Tip 2: Use Saved Configs for Recurring Campaigns

Tip 3: Check Campaign History Before Resending

Tip 4: Monitor Opens to Find Best Send Time

Tip 5: Use Click Tracking to Measure Engagement

Sub-Tab: Email Analytics

📊 Analytics Dashboard

📈 Summary Cards

Card 1: Emails Sent

Card 2: Opens