1. Downloading Firefly HDF Full Responses

For 2022 the HDF for can be found at https://millhill.fireflycloud.net/mill-hill-school/mhs-new-joiner-forms-september-2022/2022-mhsf--health-declaration-form - this location will change for 2023 and subsequent years.

Note that changing any of the question numbers on the Firefly form would require that the attached template file be updated. 

Visit the Firefly HDF link for the correct academic year, click on Display Report link

Scroll all the way down to the bottom and click Export Full Responses to CSV

The CSV will be downloaded to your Downloads folder. 

2. Importing the HDF Data into a template document

Open the HDF Template document (attached)

If requested to run a SQL command, select No

You can now see the template and associated merge fields.

Note that changing any of the question numbers on the Firefly form would require that this template be updated.

Now select the Mailings tab, Select Recipients, and Use an Existing List…

Navigate to the HDF Full Responses file previously downloaded from Firefly and select Open. 

Accept the default encoding option and click OK.

On the Mailings tab, select Preview Results

You will notice that the merge fields are now populated with the first entry, you can use the Preview Results control to step through the entries or go to the last entry.

Once you have checked that all data is present, select Finish and Merge, and select to Edit Individual Documents… 

And select All records, OK

All data will now be merged into one new Word document, each pupils HDF will have header and footer information and compromise of a number of pages. The new document can be printed or saved as required. Close the new document to return to the template.

3. Possible Problems

If the Firefly data contains errors then the Word document will stop at the last successful HDF. Always check that all HDF have been merged. You can modify the HDF data in Firefly to remove any errors, or remove any corrupted rows of data in the downloaded CSV.

For example, In the 2022 HDF the entry for Jonah Keller was corrupt, the Firefly form was therefore corrected (removing a rogue quotation mark from the Doctor's phone number) and the responses file re-downloaded. The mail merge was then successful.