Implementing the Email Merge Field Extension requires thoughtful planning, detailed field definition, and coordinated testing to ensure successful deployment. This guide outlines each phase of the process to help with implementing the extension efficiently and according to Bonterra’s best practices.

The following steps will lead you through the implementation process for this extension, from initial planning through post-implementation management. 

Pre-implementation planning 

Step 1: Define field types and sources 

• Identify the fields to be included as merge fields.
• Confirm their availability in the Organization, Request, or EG Request tables.
• Choose appropriate field types based on the supported list (e.g., Date, Text, Currency). 

Step 2: Identify communication points 

• Determine which standard emails and/or eSignature documents will include merge fields.
• Remember, each usage counts separately toward the implementation limit. 

Step 3: Assess limitations and align expectations 

• Understand the merge field limits: up to 10 simple fields, or up to 5 if any are complex, usable across unlimited templates.
• Acknowledge that UI changes and conditional logic are excluded.
• Note that complex formatting, formulas, or computed fields are not supported. 

Step 4: Engage key stakeholders 

• Collaborate with your Business Analyst, managers, and governance team.
• Document decisions for field selections and use cases. 

Implementation process 

Step 5: Review and finalize functional requirements 

• Submit the finalized list of merge fields and their intended templates.
• Sign off on the functional design with your implementation team. 

Step 6: Configuration and development 

• The implementation team will configure the selected templates with the approved fields.
• Development will be based strictly on the signed functional requirements. 

Step 7: Participate in User Acceptance Testing (UAT) 

• Review all email and document templates in the staging environment.
• Validate that the fields display accurately.
• Provide formal approval before production deployment. 

Post-implementation management 

Step 8: Monitor field usage and system behavior 

• Review system-generated emails and documents regularly to confirm correct field behavior. 

Step 9: Document changes for future updates 

• Track your current merge field configurations.
• Plan future updates with the knowledge that only one change is allowed per calendar year. 

Step 10: Request changes mindfully 

• Modification requests outside the original scope may incur additional costs.
• Ensure that future changes are within extension limitations and approved in advance.