Last Updated: 12/12/2023

Data Fields in Mail Merge Documents

This table lists the merge fields in the Voter Focus mail merge data file MrgVoters.txt. You can insert any of these fields into a Microsoft Word mail merge document produced from Voter Focus. Note, however, that certain fields can be used only in documents whose Special Document Type is PW Document. These fields are noted in the description below. The fields are listed in the order in which they appear in the file.

The file MrgVoter.txt can be found in the folder \VR6Sharedbinaries, which is usually on drive I. When you update the database after printing a set of notices, Voter Focus creates a version of MrgVoters.txt containing the voters for whom the notice was printed. This file is named <user name>MrgVoters.txt and can be found in the folder \Vr6Sharedbinaries\Work.

If you intend to use election specific merge fields—such as precworked and precplace—be aware that the database table Elcprcm must be populated for the focused election; otherwise the fields in your mail merge document will be blank. To populate Elcprcm for the election, go to ELECTIONS > Maintain Election Settings > Ballot Styles and click Assign Ballot Styles to Precincts.

Merge Data Field in MrgVoters.txt	Description
Certificate	Voter's voter registration ID. Note: The bar code font BC C39 3 to 1 HD Wide. is typically used to convert the certificate number to a bar code. The size should be between 30 and 40 points. (Bar codes in Voter Focus use the Code 3 of 9 symbology.)
Last_Name	Voter's last name. This is the Last field in the voter record.
First_Name	Voter's first name. This is the First field in the voter record.
Voter_Name	Full name of voter in the format Last, First.
Voter_Name_FML	Full name of voter in the format First Middle Last.
SSN_9	Voter's social security number (whole or partial).
Residence_Address	Formatted residential address of voter, consisting of the residential street address fields in the voter's record. Note that protected addresses will be shown in this field.
Party	Voter's political party affiliation code.
Precinct	Voter's home precinct.
Sex	Voter's sex code.
Reason_Text	Used in Denial and Incomplete notices. This field contains a textual translation of the selected reason for the denial/incompleteness of a voter registration application. The textual translations of the reasons for these notices are defined in VOTER FOCUS ADMIN > System Codes. Note: If additional languages are selected in VOTER FOCUS ADMIN > System Options, the text translations for the selected languages appear along with the English text.
Mailing_Address	When used with an election worker program, this field contains lines 1, 2 and 3 of the worker's mailing address. If no mailing address is available in the voter registration record, the mailing address fields will use the voter's residential address. When used with a non-election worker program this field contains line 1 of the voter's mailing address. When used with notice type 48 (a Petition Address Change notice), the Mailing fields use the address entered on the Petition Verification dialog (that is, the address fields labeled Enter address if the voter DID NOT CHECK address change box).
Mailing_Address2	Line 2 of voter's mailing (or residential or petition) address. Note: This field is not used in election worker programs. The second line of the mailing address is provided in the field Mailing_Address.
Mailing_Address3	Line 3 of voter's mailing (or residential or petition) address. Note: This field is not used in election worker programs. The second line of the mailing address is provided in the field Mailing_Address.
Mailing_City_State	City and state of the mailing (or residential or petition) address.
Mailing_Zip_Country	Zip code and country of the mailing (or residential or petition) address.
Residence_Zip	Zip code of the residential address.
Residence_City	Name of mailing city in the voter's residential address.
ElectionName	The name of the focused election.
ElectionDate	The date of the focused election.
PrecWorked	PW Documents only. The worker's assigned work precinct for the focused election.
PrecPlace	PW Documents only. The polling place name of the precinct where the worker is assigned for the focused election.
PrecLocn	PW Documents only. The address of the polling place of the precinct where the worker is assigned for the focused election.
PrecDirections	PW Documents only. Directions to polling place of the precinct where the worker is assigned for the focused election.
PosnCode	PW Documents only. Code of the worker's assigned position for the focused election.
PosnDescription	PW Documents only. Description of position being worked in the focused election.
Race	Voter's race code.
RegistrationDate	Voter's registration date in MM/DD/YYYY format.
BirthDate	Voter's date of birth in MM/DD/YYYY format.
CongDist	Voter's congressional district.
CCDist	Voter's County Commission district.
SBDist	Voter's School Board district.
HseDist	Voter's Florida House district.
SenDist	Voter's Florida Senate district.
Address1	Line 1 of the voter's mailing address. Note: The text in fields Address1 through Address5 is formatted for mailing labels.
Address2	Line 2 of the voter's mailing address.
Address3	Line 3 of the voter's mailing address.
Address4	City, State, and Zip Code of the voter's mailing address.
Address5	County of the voter's mailing address.
PWClassName	PW Documents only. Name of the next training class the worker is scheduled to attend.
PWClassLocation	PW Documents only. Location of the next training class the worker is scheduled to attend.
PWClassDate	PW Documents only. Date of the next training class the worker is scheduled to attend.
PWClassDesc	PW Documents only. Description of the next training class the worker is scheduled to attend.
PWClassHours	PW Documents only. Number of hours of the next training class the worker is scheduled to attend.
PWHRSReqd	PW Documents only. Number of class hours the worker's position is required to complete to be assigned to work.
PWHrsYTD	PW Documents only. Number of hours the worker has worked in the current calendar year.
PWHrsAftJune	PW Documents only. Number of hours the worker has worked since June of this year.
AbsAdd1	Line 1 of the voter's Vote-By-Mail address. If the document is scheduled from a Vote-By-Mail program, this will be the voter's Vote-By-Mail address, which is the first address the system finds when searching the Ballot Address for This Election, the Default Ballot Address, the Mailing Address, and the Residential Address, in that order. If the document is not printed from a Vote-By-Mail program, this will be the Mailing Address, if the voter has one.
AbsAdd2	Line 2 of the voter's Vote-By-Mail address. See note in AbsAdd1.
AbsAdd3	Line 3 of the voter's Vote-By-Mail address. See note in AbsAdd1.
AbsAdd4	City of the voter's Vote-By-Mail address. See note in AbsAdd1.
AbsAdd5	State and zip of the voter's Vote-By-Mail address. See note in AbsAdd1.
AbsAdd6	Country of the voter's Vote-By-Mail address. See note in AbsAdd1.
PWContactPerson	Contact person from Information tab in Places Maintenance for the polling place where the worker is assigned in the focused election.
PWPersonInCharge	Person in charge of polling place (from Information tab in Places Maintenance) for the polling place where the worker is assigned in the focused election.
ClerkName	The election worker assigned to work the Clerk position for the focused election.
ClerkHomePhone	The number from the Phone Numbers-Home field in the worker record of the election worker assigned to work the Clerk position for the focused election.
ClerkWorkPhone	The number from the Phone Numbers-Work field in the worker record of the election worker assigned to work the Clerk position for the focused election.
CityWard	If the voter resides in a city ward, the city ward code.
CityWardName	If the voter resides in a city ward, the city ward name.
PrvnlTracking	Provisional disposition letters only. The tracking number of the most recent provisional ballot voted by the voter.
PrvnlReasons	Provisional disposition letters only. Reason(s) why the provisional ballot was provided. This includes information from both the Statutory Reason and the Secondary Reason fields on the New Provisional Ballot Entry dialog.
PrvnlFindings	Provisional disposition letters only. Information from the Findings field on the New Provisional Ballot Entry dialog, which contains information gathered by the elections office as to the voter’s eligibility in the election or the reason for tabulation or rejection.
PrvnlTabulated	Provisional disposition letters only. Whether the ballot was accepted or not. Values can be N (not tabulated) or Y (tabulated), depending on which notice you are running.
PrvnlRejectReason	Provisional disposition letters only. The value in the Reason for Rejection field on the New Provisional Ballot Entry dialog.
PartyName	The full name of the voter's party.
Email	When the mail merge originates from an election worker program, this field contains the email address from the election worker's record. When the mail merge originates from a non-election worker program, this field contains the public (i.e., not the Vote-By-Mail) email address from the voter registration record.
PPRegion	Polling place region code of the voter's polling place.
PWActive	PW Documents only. Worker status code from worker's record. For example, if the worker's status is Active Election Worker, this field will contain a Y. If the voter is not a worker (that is, their worker status code is N, Not an Election Worker), no value is returned.
HomePhone	PW Documents only. Home phone number from election worker's record.
WorkPhone	PW Documents only. Work phone number from election worker's record.
Certification	PW Documents only. Data from Certification field in worker's record.
PayrollID	PW Documents only. Data from Payroll ID field in worker's record.
NormalPosn	PW Documents only. The election worker position code from the Normal Position field on the worker's record.
NormalPrc	PW Documents only. The precinct ID from the Normal Precinct field on the worker's record.
DateLastWorked	PW Documents only. The date of the most recent election worked by the worker.
ElecLastWorked	PW Documents only. The election number of the election last worked by the worker. If there is no previous work assignment, the returned value is 0 (zero).
PosnLastWorked	PW Documents only. The election worker position code of the election last worked by the worker.
DateLastContact	PW Documents only. The date from the Date Last Contacted field on the worker's record.
TimesContacted	PW Documents only. The number of times the worker has been contacted by the elections office.
Hired	PW Documents only. The date from the Became a Worker field on the worker's record.
SchoolYTD	PW Documents only. The number of training class hours completed for this calendar year (from the Class Hours:YTD field on the worker's record).
YTDPay	PW Documents only. The dollar amount of pay awarded to the worker (from the YTD Pay field on the worker's record).
YTDYear	PW Documents only. The year (in YYYY format) from the YTD Pay field on the worker's record.
UnavailableUntil	PW Documents only. The date from the Unavailable to Work Until field on the worker's record. If no date is present, the date in the merge field will be 1/1/1880.
TermDate	PW Documents only. The date when the worker's status was changed to T,Terminated Election Worker.
HomePrc	PW Documents only. The precinct where the worker votes. (This is the same as the Precinct field, above.)
WorkPrc	PW Documents only. The precinct where a worker is normally assigned to work.
Languages	PW Documents only. The languages in the Languages fields on the worker's record.
DriverLicense	PW Documents only. The data from the Driver License field on the worker's record. Note that if the field on the worker's record is blank, the merge field will be blank. The driver license is not taken from the Driver License field on the worker's voter registration record.
MobilePhone	PW Documents only. The number from the Mobile field on the worker's record.
School1	PW Documents only. Of the classes selected on the Select Classes for Search dialog, the Name from the Select Classes for Search dialog for the next class the worker is scheduled to attend. The text is formatted in four lines. The first three use fields from the School Class Maintenance dialog: Name/Description/Type Location Date & Time for Length (hrs) hours The fourth line contains the word Attended if the class is in the past and the worker attended the class. Otherwise the line is blank. Note: This field contains the same information as the combination of these fields, which are described above: PWClassName/ PWClassLocation PWClassDatefor
School2	PW Documents only. The Name of the second class the worker is scheduled to attend. The text is formatted as described in School1.
School3	PW Documents only. The Name of the third class the worker is scheduled to attend. The text is formatted as described in School1.
School4	PW Documents only. The Name of the fourth class the worker is scheduled to attend. The text is formatted as described in School1.
School5	PW Documents only. The Name of the fifth class the worker is scheduled to attend. The text is formatted as described in School1.
Class_desc0	PW Documents only. Of the classes selected on the Select Classes for Search dialog, the Description from Select Classes for Search dialog for the first class the worker is scheduled to attend.
Class_type0	PW Documents only. Of the classes selected on the Select Classes for Search dialog, the Type from Select Classes for Search dialog for the first class the worker is scheduled to attend.
Class_location0	PW Documents only. Of the classes selected on the Select Classes for Search dialog, the Location from Select Classes for Search dialog for the first class the worker is scheduled to attend.
Class_date_time0	PW Documents only. Of the classes selected on the Select Classes for Search dialog, the Date & Time from Select Classes for Search dialog for the first class the worker is scheduled to attend.
Class_hours0	PW Documents only. Of the classes selected on the Select Classes for Search dialog, the Length (hrs) from Select Classes for Search dialog for the first class the worker is scheduled to attend.
Class_attended0	PW Documents only. If class is in the past and the worker attended the class, the merge field will contain Attended. If the worker did not attend the class or the class is in the future, the merge field will be blank.
Class_desc1-4	See Class_desc0, above.
Class_type1-4	See Class_type0, above.
Class_location1-4	See Class_location0, above.
Class_date_time1-4	See Class_date_time0, above.
Class_hours1-4	See Class_hours0, above.
Class_attended1-4	See Class_attended0, above.
Assign1	PW Documents only. Of the elections selected on the Select Elections for Search dialog, the next election to which the worker is assigned. The text is formatted in five lines: (Election Number) Election Name (Election Date). Position name from Position field on worker's Election Work tab. Precinct ID from Place field on Election Work tab. Place name of precinct's polling place for this election. Office location of polling place.
WorkAdd1	PW Documents only. Of the elections selected on the Select Elections for Search dialog, the Place USPS Address fields on the Place Maintenance dialog for the next election to which the worker is assigned.
Clerk1	PW Documents only. Of the elections selected on the Select Elections for Search dialog, the worker assigned to the Clerk position for the next election to which the worker is assigned along with their home and work phone numbers.
WorkPrc1	PW Documents only. Of the elections selected on the Select Elections for Search dialog, the precinct where the worker will work in the next election to which the worker is assigned. (This comes from the Place field on the worker's Election Work tab.)
WorkPosn1	PW Documents only. Of the elections selected on the Select Elections for Search dialog, the worker's position in the next election to which the worker is assigned. (This comes from the Position field on the worker's Election Work tab.)
ClerkName1	PW Documents only. Of the elections selected on the Select Elections for Search dialog, the worker assigned to the Clerk position for the next election to which the worker is assigned.
ClerkHomePhone1	PW Documents only. Of the elections selected on the Select Elections for Search dialog, the home phone number of the worker assigned to the Clerk position for the next election to which the worker is assigned.
ClerkWorkPhone1	PW Documents only. Of the elections selected on the Select Elections for Search dialog, the work phone number of the worker assigned to the Clerk position for the next election to which the worker is assigned.
Assign2-5	See Assign1, above.
WorkAdd2-5	See WorkAdd1, above.
Clerk2-5	See Clerk1, above.
WorkPrc2-5	See WorkPrc1, above.
WorkPosn2-5	See WorkPosn1, above.
ClerkName2-5	See ClerkName1, above.
ClerkHomePhone2-5	See ClerkHomePhone1, above.
ClerkWorkPhone2-5	See ClerkWorkPhone1, above.
PublicEmailAddress	The voter's email address from the Maint tab of their registration record.
ReceiveSampleBallotsByMail	The value Y or N, from the Receive Sample Ballots by Email field on the voter's registration record.