Tip #01: Using conditions to tailor-fit your document content for a wider audience
Why create multiple documents with similar content when you could do that with just one? By inserting conditions to documents, you can easily control how your document content is shown to multiple recipients.
Let's consider the below scenario.
Tom, an HR has just finished interviewing 200 candidates, out of which 50 were selected for the next round. It's his duty now to send all 200 candidates personalized mails informing them if they were selected or not.
How would he prepare 200 personal mails at once?
Answer: By setting conditions.
Using conditions, you can easily tailor-make multiple personalized documents at once—by using both fixed and dynamic content.
Here's how you can do it as well:
1. Open the template document.
2. Go to More Options > Automate tab > Merge using existing data > Select data source.
3. Choose the data source from where you'd like to import the candidate information from. In Tom's case, he chose the Candidate Selection List from Zoho Sheet (this contains the candidate details and their respective selection status).
4. Place the merge fields from the spreadsheet across your document.
Now that the fields have been merged, Tom has to set conditions.
5. In the Merge Existing Data panel, click on the Conditions link under the Insert Fields header.
6. The Insert Condition pop up will open. Since he's applying the condition based on candidate selection, choose the Selection Status field from the drop down and specify the Contains option as "Yes"
7. Click Insert to apply the conditional field in the template.
The condition when inserted to the document will look like this:
8. Add your "if" condition text. In this case, it'll be informing the candidate that they've been selected for the next round. This will be shown to all the candidates who've been marked as selected in the spreadsheet. Similarly, you can also set an "else" condition text, probably letting the candidate know he/she has not been selected.
9. Now click on Preview Merge to see how the document would look like after merging.
Tom now has 200 personalized copies for each candidate and all he had to do was prepare one common template.
Happy writing!
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