Send mail merge documents through email using Workflow | Zoho CRM FAQ

How can I send mail merge documents through email using Workflow rules?

Yes, you can send documents created through mail merge via email using workflow rules with the help of functions. Read more about creating mail merge templates. 


To set workflow rule for sending mail merge documents
  1. Go to Setup > Automation > Workflow rule.

  2. Click +Create Rule.

  3. In Create New Rule, choose a module from the drop-down list.

  4. Enter Rule Name and Description.

  5. Click Next.

  6. In the Workflow configuration page, select When do you want to execute the rule?

  7. Choose a criteria, if you want the rule to execute for selected records.

  8. In Instant Action, choose Functions.

  9. In Configure Functions, select Write your own.

  10. Enter Function name and Display name.

  11. Click Edit Arguments.

  12. In the Edit Argument window, you can change the function name entered previously.

  13. In Argument Mapping, enter the record ID and email ID and map it with the right field.

    Use # to add a merge field.

  14. Click Save.

  15. Enter the below function.

resp = invokeurl 


 
[ 

               url :"https://zohoapis.com/crm/v2/settings/email_templates/653844000009571031/actions/print_preview?record_id=%22 + dealId 

 

type :GET 

 

connection:"mailmergeconnection" 


 ]; //Create connection and pass the required mail merge id here 


 content = resp.get("email_template_preview").get("body"); 

fmp = Map(); 


fmp.put("email",zoho.loginuserid); //Set the from address as needed 


 emaillist = List(); 

 

emp = Map(); 


emp.put("email",email); 


emaillist.add(emp); 


mp = Map(); 


mp.put("subject","Set as per your requirement"); 


mp.put("content",content); 


mp.put("to_address",emaillist); 


mp.put("id",dealId); 


mp.put("template_id","653844000009571011");//Pass the required template id here 


mp.put("from_address",fmp); 


mp.put("attachment_name","Deal Won Template");//Set the attachment name as needed 


datalist = List(); 


datalist.add(mp); 

paramp = Map(); 


paramp.put("data",datalist); 


resp1 = invokeurl 

 

[ 

 

 

type :POST 

 

parameters:paramp.toString() 

 

connection:"mailmergeconnection" 


 ]; 


 info resp1;

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