How to Set Up and Use Trigger Tags for Mail Merge in Click2Mail Connect

This guide walks you through the step-by-step process for setting up and using Method 1: Mail Merge via Trigger Tags in Click2Mail Connect. This method automates mailings based on Clio contact tags and enables efficient, consistent client communication with minimal manual work.

Overview

Mail Merge via Trigger Tags allows you to automatically send a mailpiece (e.g., postcard, letter) when a specific tag is applied to a Clio contact. It requires a one-time setup of a mail merge template and trigger configuration in Click2Mail Connect. Once complete, applying a trigger tag in Clio will launch the mailing process without further user intervention. For more detailed setup steps on creating mail merge templates, please refer to the knowledge base articles at support.click2mail.com.

Step 1: Prepare Mail Merge Template on Click2Mail.com

Before using Connect, you must first build and save your mail merge template on the Click2Mail website.

In essence, this setup includes:

• Uploading a mail merge-compatible document (DOCX or PDF) with placeholder fields (e.g., <<FirstName>>).

• Enabling mail merge for the document.

• Creating or preparing a CSV file that includes the required c2m_uniqueID field.

• Mapping merge fields to your CSV data.

• Saving the document configuration as a reusable template.

Your saved template will then be available in Click2Mail Connect for use with Trigger Tags. For more detailed instructions, consult the documentation available at support.click2mail.com.

Step 2: Connect Your Clio Account to Click2Mail Connect

• In Click2Mail Connect, go to the Connected Accounts tab.

• Click Add Account and select Clio.

• Log in to your Clio account and authorize Click2Mail to access your data.

• Once connected, your Clio account will be listed as active.

Step 3: Enable the Clio Integration in Click2Mail Connect

• Log in to Click2Mail Connect.

• Navigate to the Integrations tab.

• Select Clio and follow the prompts to connect your Clio account.

Step 4: Define the Trigger Tag

• In Step 2 of the integration wizard, select your Clio Model — either Contacts or Matters.

• Choose the Address Type to be used for mailing (e.g., Work, Home, Billing, Other).

• Enter the Click2Mail Trigger name — this is a word or phrase of your choice that helps you remember which mailpiece you want to send (e.g., "birthday," "advertisement," or "seminar"). This trigger word must be applied to a contact in Clio as a tag to initiate mailing.

• Click Next and complete the rest of the integration setup by selecting a mail merge template and mapping fields.

• Save the trigger configuration.

Step 5: Finish Integration Setup

• After defining your trigger, continue through the integration wizard.

• Choose the mail merge template you prepared in Step 1.

• Map the corresponding Clio data fields (e.g., FirstName, Address, City) to the placeholders in your document.

• Review your setup and click Approve to activate the integration.

• From this point, Click2Mail Connect will wait for Clio to send data when the trigger tag is applied.

Step 6: Apply the Trigger Tag in Clio

• In Clio, open a contact you want to mail.

• Under the Custom Fields section, add the exact name of the trigger tag (e.g., "TacoTuesday").

• Click Save.

• Connect will detect this and queue the contact for the associated mail merge.

Step 7: Monitor Mail Progress in Connect

• Return to Connect and open the Mail History tab.

• You will see the contact and mailing listed as "In Progress," "Submitted," or "Failed."

• Use filters to review mailings by status, template, or date.

Step 8: Confirm Completion

• Once processed, the mail status will update to "Complete."

• Click2Mail handles printing, addressing, and mailing automatically.

• You can export logs or view tracking as needed.

Tips and Best Practices

• Always test with a small internal group before mass mailing.

• Use unique trigger tag names across different templates.

• Delete test mailings from Pending Requests before 7:30 AM EST to prevent unintended mailings.

• Periodically audit your tag-template pairings to avoid misfires.

This automation workflow helps firms scale client communication with minimal manual effort using Clio and Click2Mail Connect.