Tip #145 - How To Use Merge Codes In Formulae

For this Tip-Of-The-Week, it is assumed that you are familiar with templates, merge codes and mathematical calculations. Note: If you need a refresher for some of the aforementioned topics, here is a link to our Workshop recordings - Document Templates Workshop.

Did you know that you can use the formula function in Word to make calculations using SmartAdvocate Merge Codes? Occassionally, you may need to generate a document with data that has to be calculated, such as the net settlement amount due to the client (typical on most closing statements). A portion of your settlement statement may look like the following, for example:

In the screenshots above, “Client’s Gross Recovery” and “Client’s Net Recovery” are calculated. By definition: Gross Recovery is the difference between the Total Settlement and Attorney’s Fees, and Net Recovery is the remaining balance (paid to client) after deductions for attorney’s fees, case costs, liens and outstanding medical bills.

The two calculated fields (Client Gross Recovery and Client Net Recovery) are entered on the template used to generate this settlement statement using Microsoft Word’s “formula” feature. Here’s how to use it:

Open the template used to generate the settlement statement (or create a new template). Position your cursor in the location you want to insert the calculated field (In this example we will position our cursor where we want to insert the “Client’s Gross Recovery” amount).

Here is a section of the template used to generate the settlement statement in our example. I have highlighted two areas where calculations will be entered on the finished document. (the “!Syntax Error, <” displayed is explained below).

Important: Before you proceed to the next step, make note of the regular merge codes that will be used in your calculations. In our example, <! [SET-AMOUNT] !> is the merge code used for total settlement and <! [SET-FIRM-FEE] !> is the merge code used for attorney’s fees. These will be used to calculate Client’s Gross Recovery.
Tip: Copy and paste the merge codes to a separate document or to your clipboard so that they are readily available when you are ready to insert them into your formula. I will use the following formula to calculate Client’s Gross Recovery: = <! [SET-AMOUNT] !> - <! [SET-FIRM-FEE] !>. So, Client’s Gross Recovery = Settlement Amount – Settlement Firm Fee.

2. Access the “Insert” function in Word, select the “Quick Parts” function then select “Field” (insert field) from the drop-down menu.

3. Click the “Formula” button and enter the formula, (i.e., merge codes with normal mathematical operations) and formatting as desired.

4. Click the “OK” button to save your entry and exit from the formula function.

Note: It is normal to see “!Syntax Error, <” where you enter a formula in the template. The error is displayed because Word is trying to perform the mathematical operations as soon as the formula is entered. If your formulae and merge codes are correct, the desired information (Client’s Gross Recovery in our example) will be merged into your generated document.

Now simply repeat the foregoing procedure for other calculated fields.