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. 

The 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.

The system sends a merged document, as shown in the screenshot below, to the customer.

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.