Overview
The rising OMS III students are required to have an updated AAMC form that reflects their most recent immunizations. As the students submit their immunization records throughout their medical education in their HCOM Student Portals (as Student Document Details) and the immunizations are approved, the Immunizations RN in Community Health Programs, will also update the related AAMC Form object with relevant information.
From this object, a report is pulled to use as a mail-merge file to create the PDF documents for the students. Once the documents are generated, they are then uploaded to the Student Documents Details object and shared with the student through the HCOM Student Portal. This article explains in further detail how to pull the report, create the mail-merge document, and share it with the students.
Pulling the AAMC Form Mail-Merge Report
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Navigate to the 'Reports' tab in Salesforce.
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Select 'All Reports' fom the left-hand navigation column.
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In the search bar type 'AAMC Form Mail Merge'.
4. Click the report name to Open.
5. Double-check that the report is filtered for the appropriate class by checking the 'Primary Status' filter. Once the correct cohort is selected, click 'Save'.
6. Export the report as 'Details Only'.
- Select the dropdown arrow next to 'Edit'
- Select 'Export'
- In the window that appears select 'Details Only'
- Then the 'Export' Button
7. Save the file in a folder of your choosing. Be sure to save the file as an Excel Workbook. Not a webpage.
Creating the Documents
- Download and open in Word the AAMC Form Mail Merge Template from OneDrive. It can be located in the Heritage OMET>Teams Docs: OMET > Apps-Medical Education Software > Salesforce > Salesforce Process Documents folder.
- It's possible that the template has changed - be sure to check with the Immunizations RN for the current template.
- On the last page of the template, add the 'Date' that the form is being completed.
- Along the top ribbon, select the 'Mailings' tab.
- Select 'Start Mail Merge' > 'Letters'
4. Next, click 'Select Recipients' > 'Use an Existing List' > navigate to your AAMC Mail Merge report from above.
5. The mail-merge will automatically fill in the fields with the data in the file. To verify, click on 'Preview Results', and you'll see the data that has been pulled in.
6. Once the merge fields and data look correct, select 'Finish & Merge' > Edit Individual Documents > From 'Row #" to "Row #" > 'OK'
- Select the same row # from start to finish, as you want to create a document for one student at a time. Otherwise, all forms for all students will be in a single document and they will be difficult to extract.
- You'll want to have your report on one screen and your mail merge on another to keep track of which students have been completed and the appropriate row #s.
7. A new word document will generate with that student's information. Review for accuracy then save or print as an Adobe PDF.
Sharing the Documents with the Students
- Navigate to "HCOM Students" in Salesforce by selecting the 'waffle' and searching for HCOM Students.
2. Search the student's name in the search bar at the top of the page.
3. Open up their Contact record.
4. Along the right, there will be a student documents section - select the record for 'OMS3'.
5. On the page that loads, click 'View All' under the 'Student Document Details' section.
6. From this list page, if there is an existing AAMC form record select it. If there is not, select 'New' to create an AAMC form record for this OMS year.
7. Next, click the drop-down arrow next to the 'Notes & Attachments' section and select 'Upload Files'.
8. Navigate to the updated AAMC form in the window that appears and click 'Open'.
9. The file will upload, then click 'Done'. Now you should see the file in the 'Notes & Attachments' section.
10. Select 'View All' in that section again. Find the file you just uploaded on the list page and click the drop-down arrow all the way to the right. Select 'Share'.
11. A new window will appear > expand the 'Who can Access' and toggle the 'Customer Access' button to 'On'. Click Done.
12. Repeat for the next student document.