Skip to main content

Search

Welcome to Support

How to bulk download or print uploaded documents (birth certificates, report cards) with Mail Merge

TeamSideline has no button that downloads every uploaded file at once. To print or save the documents families uploaded, such as birth certificates or report cards, build a Mail Merge document that shows the file, run it for a program, and print the result or save it as a PDF from your browser.

Applies to: Org admins with Mail Merge · Mail Merge on all plans; showing uploaded files needs Embedded Image (Enhanced, Elite and Enterprise) · Player enrollments, with file fields on the registration

Where: Reports > Mail Merge

Before you start

  • The documents are in a file field. Families upload them to an enrollment field or a player custom field whose type is File.
  • Your plan and role include Embedded Image. It comes with the Enhanced, Elite and Enterprise plans, and the Administrator, Registrar and Report Viewer roles have it. Without it, each page shows the file's name instead of the document.
  • The files are JPG, JPEG, PNG or PDF. A PDF shows its first page only. Other file types, such as Word documents or HEIC photos, leave the space empty.
  • Need a pre-built document? If you'd like to use a pre-built Mail Merge document instead of creating one from scratch, contact TeamSideline Support for assistance.

Create a document that shows the file

  1. Go to Reports > Mail Merge and click Add Document.
  2. Enter a Document Name and set Page Break to Yes, so each player's document starts on a new page.
  3. In the editor, type a heading and add the player's name: click Links, then Mail Merge, and choose the name fields.
  4. Insert a table with one cell, and click inside the cell. The document fills the width of the cell, so the cell sets its size.
  5. With nothing selected, click Links > Mail Merge and choose the file field, for example {(e) Birth Certificate}. It's added as a link: leave it exactly as it is, and don't retype it.
  6. Click Save. You'll see "The Document has been added."

To start from a document you already have, such as one from a TeamSideline library, use Copy Document and give the copy a new name. Library documents can't be edited, but copies can.

Run it and print or save the pages

  1. On Reports > Mail Merge, click Run Mail Merge.
  2. Choose the Document, set Enrollment Type to Player, and choose the Program.
  3. Optional: choose one Offering or one Enrollee, or set a Date Range to include only people who enrolled between those dates.
  4. Click Run.
  5. When the pages open, use your browser's Print command (Ctrl+P, or Command+P on a Mac) to print them, or choose Save as PDF to keep one file with every document.

What you'll see: one page for each accepted player enrollment, with that player's document in the cell: the picture, or the first page of the PDF. A player who hasn't uploaded the file has an empty cell. Nothing is emailed.

Open the files one at a time instead

  1. Go to Reports > Report Dashboards > Enrollments and click Dashboard Configuration.
  2. Choose the Program, Enrollment Type and Enrollment Status, and choose the file field as Additional Column 1 (or 2 or 3).
  3. Click Apply.

Each uploaded file's name is a link that opens the file in a new tab. The link works for a day, and only for you; open the dashboard again for a new one.

If it doesn't work

  • The file's name prints instead of the document. Your plan or admin role doesn't include Embedded Image, or the field wasn't inserted from Links > Mail Merge. Delete it, put the cursor in the cell with nothing selected, and insert it again.
  • The cell is empty for some players. They haven't uploaded the file, it isn't a JPG, JPEG, PNG or PDF, or its name ends in capital letters (for example .JPG, common with phone photos), which isn't recognized. Open the file from the Enrollments dashboard instead.
  • Only the first page of a document shows. That's expected for PDFs. Open multi-page files from the Enrollments dashboard.
  • Volunteers' files don't show. Files show for player enrollments only.
  • Your program isn't in the Program list. The list has programs whose registration is open or closed. Archived programs and programs not open yet aren't listed.
  • "Please make a selection for Program." Choose a program before you click Run.
  • "The Start date cannot fall after the End date." Fix the Date Range.
  • "Duplicate Document names are not allowed." Give the document a name you haven't used.

Good to know

  • Mail Merge includes accepted enrollments only.
  • The Enrollee Picture field (the player's photo) shows as a picture on every plan.
  • To let coaches print the documents for their own team, deploy the document to your team sites; the Mail Merge how-to linked below explains how.

Related articles