Kaizen #96 Automatic Mail-Merge Document Creation Using Zoho CRM APIs
Efficient communication and personalized document generation are crucial for maintaining strong customer relationships in your business. Manual document generation can be time-consuming, repetitive and error-prone, decreasing productivity and customer satisfaction. You can solve this with automatic document generation by creating merged documents from predefined mail merge templates.
With Zoho CRM's mail merge templates you can create personalized documents, including forms, envelopes, and letters, by utilizing variables also known as merge fields. These templates enable you to merge data from variables, ensuring accurate information is incorporated into the documents without the need for manual data entry for each record. For additional information, please consult the guidelines on Managing Mail Merge Templates.
In Zoho CRM, you can automate document generation using its mail merge template APIs. You can send, sign, and download customized documents automatically.
Send Mail Merge API : To send emails to users using mail merge template. You can also attach files either as inline images or separate attachments with the email through the API.
Sign Mail Merge API : To sign and approve a merged document.
Download Mail Merge API: To download a mail merged document.
Let us discuss two use cases where these APIs are used. Assume you manage your business for a technological company, Zylker Technologies, using Zoho CRM.
Prerequisites
- Create a connector with required scopes. For the below use cases a connector with the below scopes was created -ZohoSign.documents.ALL, ZohoCRM.modules.ALL, ZohoWriter.documentEditor.ALL, ZohoWriter.Merge.ALL, ZohoCRM.settings.mailmerge.CREATE
- For using sign mail merge API, you must initially access the Merge and Sign dialogue from the Writer UI.
Use Case 1: Using Mail Merge APIs for sending Letter of Intent for customers
Let us consider a scenario where you want to send a LOI (Letter of Intent) to be signed by your customer. A Letter of Intent is a formal document that contains a preliminary agreement and commitment to move forward with the deal, outlining key terms and conditions. You can create a mail merge template for your LOI with merge fields from your Customer module. You can find mail merge templates in Zoho CRM UI under Setup > Customization > Templates > Mail Merge. Refer the below image for a sample LOI mail merge template.
Sample Mail Merge Template for Letter of IntentNote that the merge fields given in the mail merge template are fields from Accounts module (renamed as Customers) with additional custom fields.
You can automate sending the LOI to your customer using a custom button with an associated function for the Customers module. In this case, a custom button "send LOI" is added as shown in the screenshot below.
Screenshot of Customer module showing sendLOI buttonThe below function calls sign mail merge API which sends the merged letter of intent document to your customer for signing. The customer will receive an email notification containing the document which can be signed using Zoho Sign. Sign mail merge API's response includes a Zoho Writer document link that can be used to track the signing status. In the below function, the system will send mail to the customer along with the mail-merged document for them to sign, and it will store the link to track the sign status in a custom URL field named Document Sign Details. This field allows you to access and review the document from your record conveniently.
customerMap = zoho.crm.getRecordById("Accounts",customerId.toLong()); name = customerMap.get("Account_Name"); to_email = customerMap.get("customer_Email"); merge_template_name = "LOI"; //Replace with your mail merge template name info name; info to_email; input_json = "{'sign_mail_merge':[{'mail_merge_template':{'name':'" + merge_template_name + "'},'file_name':'letterofintent','sign_in_order':false,'signers':[{'recipient_name':'" + name + "','action_type':'sign','recipient':{'type':'email','value':'" + to_email + "'}}]}]}"; header_data = Map(); header_data.put("Content-Type","application/json"); response = invokeurl [ url :"https://www.zohoapis.com/crm/v5/Accounts/" + customerId.toLong() + "/actions/sign_mail_merge" type :POST parameters:input_json connection:"zylkercrm" ]; //Replace above connection name with your connection name info response; details = response.getJSON("sign_mail_merge").toJSONList(); link = ""; for each detail in details { link = detail.get("details").get("report_link"); info link; } mp = Map(); mp.put("Document_Sign_Details",link); update = zoho.crm.updateRecord("Accounts",customerId.toLong(),mp); return ""; |
The system sends a merged document, as shown in the screenshot below, to the customer.
Final Merged Document sent to CustomerUse case 2: Using mail merge API for sending different types of SLA
Assume that in Zylker Technologies, when you sell a product, your customer can opt for different types of after sales support . A check list field - Support Type - indicates type of support - Standard or Premium. SLA document(Service Level Agreement) is a contract between you and your customer that defines level of service and the metrics used to measure the service.The service level provided to different customers will be different based on the kind of support they opted for and you need to send different SLA document based on this. This can be achieved by maintaining two SLA mail merge templates.
Similar to use case 1, a custom button can invoke the below function and in the function, a mail merge template is selected based on the type of service provided. The support_Type fields gets the value of the "Support Type" check list. Merge mail template is decided based on this field and send mail merge API is called to send the merged document. After sending the mail with appropriate mail merge template document, the function downloads the merged document and uploads it to the Attachments related list.
Using download mail merge API, the merged document is obtained and then attached to the Contacts module with the attachFile function.
customerMap = zoho.crm.getRecordById("Accounts",customerId.toLong()); to_email = customerMap.get("customer_Email"); from_email = customerMap.get("Owner").get("email"); support_Type = customerMap.get("Support_Type"); if (support_Type == "Premium" ) { merge_template_name = "SLA_Premium"; } else { merge_template_name = "SLA_Std"; } //Replace above merge template names with your merge template names input_json = "{'send_mail_merge':[{'mail_merge_template':{'name':'" + merge_template_name + "'},'from_address':{'type':'email','value':'" + from_email + "'},'to_address':[{'type':'email','value':'" + to_email + "'}],'subject':'Hi there','type':'attachment','attachment_name':'testdocument','message':'Big Deal'}]}"; header_data = Map(); header_data.put("Content-Type","application/json"); response = invokeurl [ url :"https://www.zohoapis.com/crm/v5/Accounts/" + customerId + "/actions/send_mail_merge" type :POST parameters:input_json connection:"zylkercrm" ]; //Replace above connection name with your connection name input_json = "{'download_mail_merge':[{'mail_merge_template':{'name':'" + merge_template_name + "'},'output_format':'pdf'}]}"; header_data = Map(); header_data.put("Content-Type","application/json"); //The merged document is stored to file_object file_object = invokeurl [ url :"https://www.zohoapis.com/crm/v5/Accounts/" + customerId.toLong() + "/actions/download_mail_merge" type :POST parameters:input_json connection:"zylkercrm" ]; //Replace above connection name with your connection name response = zoho.crm.attachFile("Accounts",customerId,file_object); return ""; |
The benefits of using the mail merge template APIs from Zoho CRM, which enable automated document generation, are highlighted in this article. These APIs enable the easy customization of the documents like Letters of Intent (LOIs), Service Level Agreements (SLAs), Request for Proposal (RFPs), etc. Businesses can increase efficiency, accuracy, and customer happiness by automating this procedure.
We hope you found this article useful. We will be back next week with another interesting topic. If you have any questions, write to us at support@zohocrm.com or let us know in the comment section.
Access your files securely from anywhere
New to Zoho Recruit?
Zoho Developer Community
New to Zoho LandingPage?
Zoho LandingPage Resources
New to Zoho Survey?
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Bigin?
Topic Participants
Mable Mary M P
Chad LeJeune
Anamika Prasanth
Blake Guilfoyle
Pheranda Nongpiur
Sticky Posts
Kaizen #222 - Client Script Support for Notes Related List
Hello everyone! Welcome to another week of Kaizen. The final Kaizen post of the year 2025 is here! With the new Client Script support for the Notes Related List, you can validate, enrich, and manage notes across modules. In this post, we’ll explore howKaizen #217 - Actions APIs : Tasks
Welcome to another week of Kaizen! In last week's post we discussed Email Notifications APIs which act as the link between your Workflow automations and you. We have discussed how Zylker Cloud Services uses Email Notifications API in their custom dashboard.Kaizen #216 - Actions APIs : Email Notifications
Welcome to another week of Kaizen! For the last three weeks, we have been discussing Zylker's workflows. We successfully updated a dormant workflow, built a new one from the ground up and more. But our work is not finished—these automated processes areKaizen #152 - Client Script Support for the new Canvas Record Forms
Hello everyone! Have you ever wanted to trigger actions on click of a canvas button, icon, or text mandatory forms in Create/Edit and Clone Pages? Have you ever wanted to control how elements behave on the new Canvas Record Forms? This can be achievedKaizen #142: How to Navigate to Another Page in Zoho CRM using Client Script
Hello everyone! Welcome back to another exciting Kaizen post. In this post, let us see how you can you navigate to different Pages using Client Script. In this Kaizen post, Need to Navigate to different Pages Client Script ZDKs related to navigation A.
New to Zoho TeamInbox?
Zoho TeamInbox Resources
Zoho CRM Plus Resources
Zoho Books Resources
Zoho Subscriptions Resources
Zoho Projects Resources
Zoho Sprints Resources
Qntrl Resources
Zoho Creator Resources
Zoho CRM Resources
Design. Discuss. Deliver.
Zoho Show Resources
Get Started. Write Away!
Writer is a powerful online word processor, designed for collaborative work.
Zoho CRM コンテンツ
-
オンラインヘルプ
-
Webセミナー
-
機能活用動画
-
よくある質問
-
Ebook
-
-
Zoho Campaigns
- Zoho サービスのWebセミナー
その他のサービス コンテンツ
Nederlandse Hulpbronnen
ご検討中の方
Recent Topics
How to show branch instead of org name on invoice template?
Not sure why invoices are showing the org name not the branch name? I can insert the branch name using the ${ORGANIZATION.BRANCHNAME} placeholder, but then it isn't bold text anymore. Any other ideas?Admin asked me for Backend Details when I wanted to verify my ZeptoMail Account
Please provide the backend details where you will be adding the SMTP/API information of ZeptoMail Who knows what this means?Unable to remove the “Automatically Assigned” territory from existing records
Hello Zoho Community Team, We are currently using Territory Management in Zoho CRM and have encountered an issue with automatically assigned territories on Account records. Once any account is created the territory is assigned automatically, the AutomaticallyKaizen #223 - File Manager in CRM Widget Using ZRC Methods
Hello, CRM Wizards! Here is what we are improving this week with Kaizen. we will explore the new ZRC (Zoho Request Client) introduced in Widget SDK v1.5, and learn how to use it to build a Related List Widget that integrates with Zoho WorkDrive. It helpsSet connection link name from variable in invokeurl
Hi, guys. How to set in parameter "connection" a variable, instead of a string. connectionLinkName = manager.get('connectionLinkName').toString(); response = invokeurl [ url :"https://www.googleapis.com/calendar/v3/freeBusy" type :POST parameters:requestParams.toString()Possible to connect Zoho CRM's Sandbox with Zoho Creator's Sandbox?
We are making some big changes on our CRM so we are testing it out in CRM's Sandbox. We also have a Zoho Creator app that we need to test. Is it possible to connect Zoho CRM's Sandbox to Zoho Creator's Sandbox so that I can perform those tests?I Need Help Verifying Ownership of My Zoho Help Desk on Google Search Console
I added my Zoho desk portal to Google Search Console, but since i do not have access to the html code of my theme, i could not verify ownership of my portal on Google search console. I want you to help me place the html code given to me from Google searchTimeline Tracker
Hi Team, I am currently using Zoho Creator – Blueprint Workflows, and I would like to know if there is a way to track a timeline of the approval process within a Blueprint. Specifically, I am looking for details such as: Who submitted the record Who clickedPrimary / Other Billing Contacts
If you add an additional contact to a Zoho Billing Customer record, and then mark this new contact as the primary contact, will both the new primary and old primary still receive notifications? Can you stop notifications from going to the additional contactsMissing Import Options
Hello, do I miss something or is there no space import option inside of this application? In ClickUp, you can import from every common application. We don't want to go through every page and export them one by one. That wastes time. We want to centralizeCRM x WorkDrive: File storage for new CRM signups is now powered by WorkDrive
Availability Editions: All DCs: All Release plan: Released for new signups in all DCs. It will be enabled for existing users in a phased manner in the upcoming months. Help documentation: Documents in Zoho CRM Manage folders in Documents tab Manage filesIs it possible to enforce a single default task for all users in a Zoho Projects ?
In Zoho Projects, the Tasks module provides multiple views, including List, Gantt, and Kanban. Additionally, users can create and switch to their own custom views. During project review meetings, this flexibility creates confusion because different users[Free Webinar] Zoho Creator webinars - Learning Table and Creator Tech Connect Series in 2026
Hello everyone, Wishing you all a wonderful new year! May 2026 and the years ahead bring more opportunities, growth, and learning your way 🙂 We’re excited to kick off the 2026 edition of the Learning Table Series and Creator Tech Connect Series ! LearningReply and react to comments
Hi everyone! We're excited to bring to you a couple of new features that'll make your sprint process simpler. A cloud application brings with it an array of social media features that can be efficiently used in your organizational setup. As an agile scrumRestrict Users access to login into CRM?
I’m wanting my employees to be able to utilize the Zoho CRM Lookup field within Zoho Forms. For them to use lookup field in Zoho Forms it is my understanding that they need to be licensed for Forms and the CRM. However, I don’t want them to be able toModule Customisation - Lookup function not available
Good evening, Within my business, I can have multiple customers, who have multiple mobile assets. When I set these assets up, I enter information such as vehicle registration, Vehicle identification number (VIN), Unit number, YOM, in addition to others.zoho click, and nord VPN
Unfortunately, we've been having problems with Zoho Click, where essentially the line cuts off after about a minute's worth of conversation every time we are on VPN. Is there a way we can change this within the settings so it does not cut the line offZoho Calender
a) does the clanender in zoho project allow you to see the name of the event in the celnder view, it currently says either "Task (1) or "Milestoen (1)" b) Alternatively does the calender in Zoho project integrate with zoho calender?Matching ZOHO Payments in Banking
Our company has recently integrated ZOHO Payments into our system. This seemed really convenient at first because our customers could pay their account balance by clicking on a link imbedded in the emailed invoice. Unfortunately, we can't figure out howTeam Gamification
Would love to motivate, engage and encourage our team with our social media posts. Would like to include Gamification features of Social Media in Zoho Social or Marketing Automation. And also bring in Social Advocacy tools/tracking/management to these,Power up your Kiosk Studio with Real-Time Data Capture, Client Scripts & More!
Hello Everyone, We’re thrilled to announce a powerful set of enhancements to Kiosk Studio in Zoho CRM. These new updates give you more flexibility, faster record handling, and real-time data capture, making your Kiosk flows smarter and more efficientNew Enhancements to Zoho CRM and Zoho Creator Integration
Hello Everyone, We’ve rolled out enhancements to the Zoho Creator and Zoho CRM integration to align with recent updates made to the Zoho Creator platform. With enhancements to both the UI and functionality, This update also tightens access control byWork Type - Limitation
Hello, I'm setting up work types and have noticed, a limitation on the parts area to 10 lines. Can this be increased to 20 or greater? In addition to this, when I attempt to add the work type to a work order, the correct labour hours doesn't flow through.Emails sent through Bigin are not posting in IMAP Sent folder
I have set up my email to work from within Bigin using IMAP. I am using IMAP so I can sync my email across multiple devices - phone / laptop / desktop / iPad / etc. I want all my emails to populate my email client (outlook & iphone email) whether orTurning the page for Zoho SalesIQ: 2025 to 2026
As we wrap up 2025, we would like to take a moment to reflect on what we set out to achieve this year, what we’ve delivered, and where we’re headed next. What we focused on in 2025 This year was all about strengthening the core of engagement and AI, makingStage-probability mapping feature in custom module
Hi, I'm building a custom module for manage projects. I would like to implement the stage-probability feature that Potentials has. Is this possible?Temporary Outage in Zoho Cliq Affecting US Users – July 23, 2025
We experienced a service disruption in Zoho Cliq that impacted core functionality for users in the US region. The issue occurred between Jul 23, 2025, 06:54:00 PM IST and 07:13:13 PM IST, lasting approximately 19 minutes. To restore service stability,Why Sharing Rules do Not support relative date comparison???
I am creating a Sharing Rule and simply want to share where "Last Day of Coverage" (Date field) is Greater than TODAY (Starting Tomorrow). However, sharing rules don't have the option to compare a date field to a relative date (like today), only to StaticZoho Cliq not working on airplanes
Hi, My team and I have been having this constant issue of cliq not working when connected to an airplane's wifi. Is there a reason for this? We have tried on different Airlines and it doesn't work on any of them. We need assistance here since we are constantlyProblem with Workdrive folders
I'm having a problem a problem accessing files in a Zoho work drive folder when using the Zoho writer app. The problem folder appears grayed out in the Zoho work drive window in both the online and writer application. However I can open the folder inMulti-currency and Products
One of the main reasons I have gone down the Zoho route is because I need multi-currency support. However, I find that products can only be priced in the home currency, We sell to the US and UK. However, we maintain different price lists for each.Create an Eye-Catching Announcement Widget for Your Help Center
Hello Everyone! In this week’s edition, let’s explore how to keep your customers updated with exciting news in the Help Center. See how ZylkerMobile wowed their customers by bringing updates right to their portal. ZylkerMobile, the renowned brand forSend Whatsapp with API including custom placeholders
Is is possible to initiate a session on whatsapp IM channel with a template that includes params (placeholders) that are passed on the API call? This is very usefull to send a Utility message for a transactional notification including an order numberCustomer Management: #6 Common Mistakes in Customer Handling
Managing customers doesn't usually fall apart overnight. More often, slight gaps in the process slowly become bigger problems. Incidents like missed follow-ups, billing confusion, and unhappy customers will lead to revenue loss. Many businesses don'tZoho Desk iOS app update: UI enhancement of picklist and multi picklist fields
Hello everyone! We have enhanced the UI of the picklist and multiselect picklist fields on the Zoho Desk iOS app to provide a more refined, efficient, and user-friendly experience. We have now supported an option to Search within the picklist and multiselectZoho Desk iOS app update: Revamped scribbles with Apple pencil kit
Hello everyone! We’re excited to introduce a revamped Scribble experience, rebuilt from the ground up using Apple PencilKit for smooth strokes, proper scaling, and seamless image uploads. Please update the app to the latest version directly from the AppZoho Desk Android app update: Norwegian language support
Hello everyone! In the most recent Android version of the Zoho Desk app update, we have brought in support to access the app in Norwegian language. We have introduced the Norwegian language on the IM module of the Zoho Desk app as well. Please updateField Description is very small
Hello, The field Description in the activity is very small. Why don't try open a new window, or a bigger popup, or increase the width of the "popup". Example:Function #53: Transaction Level Profitability for Invoices
Hello everyone, and welcome back to our series! We have previously provided custom functions for calculating the profitability of a quote and a sales order. There may be instances where the invoice may differ from its corresponding quote or sales order.Payment Vouchers
Is there any Payment Vouchers in Zoho? How can we create payment for non-trade vendors, i.e. professional fees, rent, and payment to commissioner income tax?Next Page