Zoho Recruit | Mail Merge Templates

Mail Merge Templates

Mail merge is a function that helps simplify repetitive tasks to create personalized documents (including forms, letters, address labels, and envelopes). You can create a mail merge template containing variables (merge fields) and use it to merge data from Zoho Recruit and create merged documents the values for the variables automatically inserted.

For example, you may have to send personalized letters to candidates or create templates for service level agreements or other legal documents. In these cases, you do not need to manually type the details of each lead to personalize the letters or agreements. Instead, you can create a template with the merge fields from the Candidates module and merge the data to get all the personalized letters.

Availability

Available in: Professional and Enterprise Editions 
Permission Required: Zoho Writer Add-On

Create Template Folders

Template folders help you manage the different mail merge templates that you have created.
To create a template folder:

  1. Go to Setup Customization Mail Templates Mail Merge Templates.
  2. In the Mail Merge Templates page, click Create Folder.
  3. In the Create Mail Merge Templates Folder page, enter the Folder Name.
    You can choose to keep the folder Private or share it with All or a few Selected users.
  4. Click Save.

Create Mail Merge Templates in Zoho Writer

Zoho Writer is an online word processor that allows you to create and share documents online. You can create mail merge templates in Zoho Writer and use Recruit data (from the Candidates, Contacts, Job Openings and Custom modules) to create mail merge documents.
To create a template in Zoho Writer:

  1. Go to Setup > Customization > Templates > Mail Merge.
  2. In the Mail Merge Templates page, click + Create Template in Zoho Writer.

  3. In the Create Template in Zoho Writer window:
    • Enter the Template Name.
    • Enter a Description for the template.
    • Select the Folder from the drop-down list. The template will be stored in the folder that you select.
    • Select the Module you want to create the template for.
    • The merge fields in the template will be based on the module that you select. You can create mail merge templates for Candidates, Contacts, Job Openings or Custom modules.
  4. Click Create.
    A document will be opened in Zoho Writer.
  5. Click Tools > Mail Merge > Insert Fields and select the fields that you want to insert.

  6. The fields will be inserted in the specified place in the Writer template.

  7. Changes will be saved automatically.

Import MS Word Templates

Mail merge templates can also be created in Microsoft Word and imported to Zoho Recruit. To use this function, you will need to purchase the Zoho Recruit plug-in for Microsoft Office. This feature is only supported in Internet Explorer 6 and above. 
To import an MS Word template:

  1. Go to Setup > Mail Templates > Mail Merge Templates.
  2. Click Import Template in the Mail Merge Templates.
  3. In the Import Template window:


    • Click Browse to choose the Microsoft Word file to import.
    • Enter a Description for the template.
    • Select the Folder from the dropdown list. The template will be stored in the folder that you select.
    • Select the Module to create the template for.
    • The merge fields in the template will be based on the module that you select.
  4. Click Import Template.

Send Mail Merge Templates via Email

Once you have created and saved your mail merge templates in Zoho Recruit, you can merge the documents with Recruit records and email them to the desired clients and contacts at any time.
To send mail merge templates via email:

  1. Go to the required module (Candidates, Contacts, Job Openings and Custom modules)
  2. Select the record.
    If you wish to send the template to several customers, select the desired records from the Module List View.
  3. Click the More icon and then click Mail Merge.
  4. In the Mail Merge pop-up, select the required document and click Merge.


    You will be redirected to the template in Zoho Writer. You can edit the template if required.
  5. Click Email in the Complete Merge section on the left.

  6. In the Email Merged Document pop-up, select the email address to send the template to.
  7. Enter the Subject line. Note that the subject can also contain a merge field from the selected module.

  8. Click Send.
    The merged document will be sent to the selected email addresses.

Delete Template

To delete a mail merge template in Zoho Recruit:

  1. Go to Setup Mail Templates > Mail Merge Templates.
  2. In the Mail Merge Templates page, move your mouse pointer over the template.

  3. Click the Delete icon.

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