Insert merge tags into messages

Merge tags are placeholders that can be inserted into your messaging to create communication that is more personalized and targeted toward your recipients. They increase engagement between you and your community.  

This article will show you how to create and insert both predefined and custom merge tags into your messages in the Messages XR Enterprise platform. 

What are merge tags? 

Here’s a screenshot of a message that has merge tags inserted into the body: 

Once message is sent, the bracketed text is replaced with recipient information, personalizing the message to fit the details of each recipient. When the document or email is generated, the merge tag is replaced with data from your database or datasheet.

Two types of merge tags

There are two different types of merge tags in the Messages XR Enterprise platform: 

Predefined merge tags 

These are “ready out of the box” merge tags that are usually the default merge tags set in the platform. These are built-in placeholders that automatically pull in standard data and are ready to use without configuration as part of Messages XR Enterprise's default setup. 

Custom merge tags 

When you want to create more specific merge tags, they will be called "Custom" merge tags. These can be tailored to your needs to represent data fields that are not standard or pre-built into the platform. 

Insert predefined merge tags into an Email message

Step 1: Create a message 

Complete all of the first steps in the Create a Message > Send message to email process by creating Content that can be adjusted in the Email delivery channel to include predefined merge tags that are already in the system. 

Step 2:  Insert a merge tag

• Click on the Email delivery method channel where you’ll see the text from your Content area autopopulated. Adjust as needed to be suitable for email messaging and strategize where you'd like to add your merge tags.
• Expand out the << More button to see the entire toolbar.
• Move your cursor in the Email text box to where you will insert merge tag(s).
• Navigate to the Merge tag button in your expanded out toolbar, opening either the full Add merge tags window or selecting from the quick dropdown menu expanded out by the arrow.
• Select a merge tag that you’d like to place into the Email body where your cursor is.
• Now you will see your selected merge tag inserted into your Email body.

Step 3: Add more merge tags as needed

Move your cursor to other areas of your text to insert more merge tags as needed.

Step 4: Consider Advanced options and Send your message

Configure your sending settings for any other channels, considering any Advanced options you might be selecting (such as Schedule a send or Send an emergency message) before clicking Send message.  

Insert predefined merge tags into a Voice message

Step 1: Create a message

Complete all of the first steps in the Create a Message > Send Voice message process by creating Content that can be adjusted in the Voice delivery channel to include predefined merge tags that are already in the system. Adjust or modify your text as needed to be more suitable for a voice message.

Step 2: Configure your settings

• While in the Voice delivery method channel, find the Audio dropdown that displays Text to speech.
• Select either of the following options: Call me to record or Call in to record.

• Next, a new box will appear. Check the box next to Use merge tags. Once you have checked the box, merge tag instructions will populate.
• Move your cursor to where you'd like to insert your merge tags in the voice message body.
• Click the Add merge tags button to open up the window where you can click the Add button next to any merge tags you’d like to insert into the voice message where the cursor is at.
• You’ll see the selected merge tag appear in your voice message body.

• Make any spacing adjustments as needed, and repeat instructions to add more merge tags one-by-one into your voice message. 

Step 3: Record and preview your outgoing voice message

Once you are satisfied with your message, enter a phone number and click the Call me to record button to record your voice message. 

• After entering your phone number into the Enter phone field, click Send test call.
• Answer the call on your device.
• Read the message out loud for the recording, pausing each time you approach a merge tag and pressing the * key on your device.
• Wait for the beep to continue reading the text after the merge tag(s).
• Press # to finish your recording. Press 2 to preview your message. Press 1 to save your message.  
• Your message will now have display a play button next to Audio, showing the total time of the recorded message.

Step 4: Consider Advanced options and Send your message

Configure your sending settings for any other channels, considering any Advanced options you might be selecting (such as Schedule a send or Send an emergency message) before clicking Send message.  

Create custom merge tags

There may be times when a merge tag doesn’t exist in the set of predefined, provided merge tags. When this occurs, you can create a custom merge tag that can be tailored to your specific needs. 

Examples of custom merge tags

• Library balances
• Technology fees and item loans
• Cafeteria balances

Here’s are the steps to help you create and add custom merge tags:

Step 1: Create a message

Create your message that you will be inserting merge tags into. Complete all of the first steps in the Create a Message > Send message process by creating Content that can be adjusted to include custom merge tags that you are about to add in to be selected with your predefined, existing merge tags. 

For this example, we will use a message that notifies recipients of the need to pay library balance fees. 

Step 2: Create and complete a datasheet

• Create and complete a datasheet that will provide the data that will be mapped to the custom merge tags used in your messages.
  • Label each column. 

For this example, you can see a datasheet with two columns: Student ID and Library Balance.

Step 3: Download your datasheet 

Download as or Save your datasheet as one of the following files: 

• CSV
• TXT
• TSV  

Step 4: Upload and map custom merge tags 

Now you are ready to upload your new data and connect or map your new data with existing data. 

• In your existing message, click Select recipients > ID File to add your datasheet as an ID file.   
• Drag your file or browse to upload your datasheet file into box. 

• Once uploaded, your new data from the datasheet will appear in the open area beneath the dropdowns containing the column fields you created in your datasheet. 

• Click on the column field dropdowns, Student ID already exists as a predefined merge tag in the ID Types category.
• However, when you click on the Library_Balance dropdown, you will see a section labeled, Custom Merge Tag with the new custom merge tag Library_Balance appearing beneath it.

• Once you have confirmed that the correct merge tags are selected in the dropdowns, click the Add recipients from file button in the bottom left of the screen to confirm your upload. 

• A new window will open up asking you to Specify recipients.
  • For this example, we want to send a message to parents of the students whose Student ID and Library_Balance are in the datasheet. Therefore, we select Parents (using student ID).

• Your new recipients will appear in the right panel. You may need to correct data or remove certain recipients who don’t have matching data.
• When you are ready, click Done at the bottom of the screen. 

You have now created a new custom merge tag of Library_Balance while at the same time uploading fees that are owed and connected to selected recipients. Great job! 

Add custom merge tags into an Email message

Now that you have created the custom merge tags you’d like to use in your message, you will now learn how to insert them into the same email message where you previously uploaded your ID file.

Step 1: Select the Email delivery channel

Once you have confirmed the correct recipients, click to open the Email delivery channel tab.

Step 2: Insert a custom merge tag into your Email body

• Prepare the text for the insertion of custom merge tags by moving your cursor to the area in the email text where you would like to insert your newly-added custom merge tag.
  • For this example, we will insert the total fee owed into our email body in the first line where you see a space below. 

    

• Click the Insert Merge Tag button where you will now see your newly-created custom merge tag Library_Balance displayed in the dropdown or Insert merge tag window. 

Step 3: Consider Advanced options and Send your message

• Once added, adjust spacing and confirm the custom merge tag's display in your email body.
• Add other merge tags as needed.
• Configure your sending settings for any other channels, considering any Advanced options you might be selecting (such as Schedule a send or Send an emergency message) before clicking Send message.
• Click Send message when ready to send.  

Add custom merge tags into a Voice message

Step 1: Select the Voice delivery channel

• Once you have confirmed the correct recipients, click to open the Voice delivery channel tab.
• Adjust or modify your text as needed to be more suitable for a voice message. 

Step 2: Configure Audio settings

• In the Voice channel, locate the Audio dropdown that displays Text to Speech.
• Select the option Call me to record, instead.

Step 3: Add custom merge tag(s) into voice message

• Once you select Call me to record, a box will appear next to Use merge tags. Check the box next to Use merge tags.
• Move cursor to where you want to insert merge tags into your message.
• Click the Add merge tags button to open up the window where you will now see the newly-added custom merge tag that you already added and mapped in the Select Recipients > ID File area.
• Click the Add button next to any merge tags you’d like to insert into the voice message where the cursor is at.  

Step 4: Confirm and record outgoing voice message

Once you click Add in the Add merge tags window, you’ll see the selected merge tag appear in the voice text box. 

• Confirm spacing and add any other merge tags until you are satisfied with your outgoing voice message. 

• Click the Call me to record button to record your outgoing voice message.
• After entering your phone number into the Enter phone field, click Send test call.
• Answer the call on your device.
• Read the message out loud for the recording, pausing each time you approach a merge tag and pressing the * key on your device.
• Wait for the beep to continue reading your message for the recording.
• Press # to finish your recording. Press 2 to preview your message. Press 1 to save your message.
• Your message will now have display a play button next to Audio, showing the total time of the recorded message.

• Click Play to preview your message. You will hear the words “Merge tag 1” or “Merge tag 2” in numerical order for each merge tag included in your voice message.
• Once the message is sent to your recipients, your recipients' personalized information will be inserted into those spaces.  

Step 5: Consider Advanced options and Send your message

• Configure your sending settings for any other channels, considering any Advanced options you might be selecting (such as Schedule a send or Send an emergency message) before clicking Send message.
• Click Send message when ready to send.