Mail merge template in Zoho People are created using integrated Zoho Writer an online word processing application which provides enhanced editing options for creating standard letters. 

IMPORTANT INFO

Mail merge feature uses credits. A free Zoho Writer account includes 1,000 credits per month, allowing up to 1,000 merges. If you need more merges, you can upgrade to a flexible plan in Zoho Writer and purchase additional credits as needed via add-ons. Learn more about buying automation credits in Zoho Writer. (You can also track your credit usage.)

Watch our help video on creating a mail merge template

Create a Mail Merge Template

You can create Mail Merge Template for the records in the Zoho People system and custom forms to generate the personalized document.

When using Mail Merge templates, the maximum limit is 1,000 merges per month per organization, free of charge. This includes merges generated in Automation, Onboarding, E-Sign, and Forms. Each record data merge is counted as one merge. Click here to learn more about increasing your merge limit.

Let's see how to create a Confirmation Letter in the Employee form and perform the following actions:

1. Generate the Mail-Merged Document for an employee record
   
2. Send the Mail-Merge Document via email
3. Send the Mail-Merge Document for e-signature
4. Download the Mail-Merge Document for Zoho People form record
   

You can use a Mail Merge template in the E-Sign Flow to automatically send the template for E-Signature upon trigger actions.

1. Navigate to Settings > Select a Service (e.g., Employee Information) > Automation > Templates > Mail Merge Templates.
   
   
   
2. Click Add Template.
   
   

   To import a Mail Merge Template, refer to Import Template.
3. Select the form for which you would like to create the Mail Merger Template, in this use case we have selected Employee form from which the merge fields are fetched.
   
4. Enter a name for the template. (e.g., Confirmation Letter)
   
   
   
   
5. Enter the Mail Merge document name. You can include the Form field values in the document name by using placeholders to insert details such as the employee's name, ID, and other relevant information.
6. Click Save.
   You will be taken to the Zoho Writer page where you can create your template as follows.
7. Select Basic to create the Mail Merge Template from the scratch or use the predefined template from the available list and edit it to your organizational preference.
   
   
   
   

   In Human Resources tab, you can find common templates used in the organizations, such as Experience Letter, Appointment Order, Confirmation Letter, Address Proof Letter, Relieving Letter, and more.
   
   
8. Enter the content of the mail merge document. You can use the available text formatting options, insert image files, and add the necessary placeholders or additional details as required.
1. To add a Main or sub form Merge Field, Navigate to Fields > Dynamic Fields > Merge Fields, place the cursor at the required place in the document and click on the field name.
   
   
2. To add a sign field, Navigate to Fields > Dynamic Fields > Merge Fields > Signer Fields, place the cursor at the required place in the document and click on the signature icon under Insert Fields menu.
   
   
   
9. Upon creating the Mail Merge template to your preference, click Done to save the Mail Merge document for the form.
   
   
10. You can view the mail merge template that has been created for the form.
    
    

Generate the Mail Merge document for the Form Record

1. Create a Mail Merge Template for a form with necessary content and placeholders, refer to Create a Mail Merge Template.
   
2. Navigate to the form record as per the above use case, we have created Confirmation Letter Mail-Merge template for the Employee form in the Employee Information service.
   
3. To generate the Confirmation Letter for the Employee, navigate to Operations > Employee Information > Employees.
   
4. Select a record and click on Mail Merge Template, you can also select multiple record at once to generate and send letters to multiple employees.
   
   
5. Select the required template (Confirmation Letter) from list of available Mail Merge Template created for the Form.
   You can edit the Mail Merge Template if required.
6. Click Merge.
   The Mail Merge document will be opened.
7. In the Mail Merge document, click on Preview Merge to generate the merged document for selected employee records.
   
   
   
8. On the right side, click on the required employee name to view the mail merge document.
   
   
   
   
9. You can do the following actions with the generated Mail Merge Document:
   
1. Print: Print all the merged documents to get as the hard copy 
   
2. Download: Downloads all the generated merge documents as pdf.
   
3. Email this record: Sends the merge document via email to the employee, click here for email options.
   
4. Send for Electronic Signature: Sends the merge document for e-signature.
   
   At-least one e-sign integration must be enabled in your organization to send the document for e-signature.

Send Mail Merge Document for E-Signature

At-least one e-sign integration must be enabled in your organization to send the Mail Merge document for e-signature, refer to E-Sign Application Integrations.

1. Navigate to Operations > Select a Service > Select the record, and click Send for Signature.
   Send for Signature option is only available upon E-Sign application integration.
   
   
2. As per the above use case, to send a Confirmation Letter for E-Signature, navigate to Operations > Employee Information > Employees tab.
   
3. Select the record and click Send for Signature.
   
4. In the file upload section, select the Confirmation Letter in the Mail Merge Template, for more information refer to Send E-Sign Documents using Mail Merge Templates.
   
5. To view the documents that are sent for E-signature from a form, click on the ellipsis icon and select E-Sign Documents, alternatively, you can view the E-Sign documents from Operations > Files > E-Sign Documents tab.
   

To recall or extend the the e-sign document deadline, refer to E-Sign - Recall Document or Extend E-Signature Deadline.

Download a Mail Merge Document for a Form Record

1. Navigate to Operations > Select a Service (Employee Information) > Form (Employee) click on the record to open.
   
2. At the top right of the record, click on the ellipsis icon > Download Mail Merge Template.
   Download Mail Merge Template window appears.
   
   
3. Select the required template (Confirmation Letter) from the list.
   
4. Select the download format as either Pdf or DOCX.
   
   
5. Enter the Document Name, you can enter the dynamic field values in the document name.
   
6. Click Download.
   The merged document for the record will be downloaded.

Import Mail Merge Template