Using Merge Templates in spreadsheets
Merge Templates in Zoho Sheet allows you to create spreadsheets with dynamic data fields with data fetched from external sources, and save the data records as files in Zoho Sheet or share them via email to respective stakeholders.
Convert to Merge Template
In order to start adding merge fields to your spreadsheet, it has to be converted into a Merge Template.
To get started:
- Open the file you'd like to convert into a Merge Template or create a blank spreadsheet.
- Go to Tools > Merge Template
- Click Proceed to complete the conversion.
Once the file is converted into a Merge Template it cannot be reversed.
Add source
Once the file is converted into a Merge Template, the next step is to choose the desired source for the data to be fetched from. Zoho Sheet currently supports the following sources:
- Desktop
- URL
- Zoho Sheet
- Other services
Alternatively, you can also choose to add fields first and configure the respective source later.How to add a source file for merge template
To add a source file from your device:
- Go to Tools > Merge Template or use the Merge Template icon
in the right pane.
- Select the Click to add source option in the side pane.
- In the Data source dialog, choose the desired source from the left pane.
- To upload from your desktop, browse files, or drag and drop the desired file into the dialog.
- In the case of CSV files, you can choose the appropriate delimiter, date format, and more before uploading.
- For Zoho Sheet and other services (i.e. Zoho CRM, Zoho Forms and Zoho Creator), the files and modules from the respective service will be displayed for you to choose from.
- You can further select the fields to import from the source file or service.
- Once the fields are chosen, review the mapped headers and make changes if needed and click Map Fields.
Insert dynamic fields into the spreadsheet
To add the dynamic merge fields into your spreadsheet, make sure you have added a source before moving to the following steps:
- Go to Tools > Merge Template or use the Merge Template icon
in the right pane.
- Select or edit the desired cell where you wish to add the field.
- From the list of fields displayed in the side panel, drag and drop the desired field to the cells, or use the
sign alongside the respective fields.
Add, edit, or delete fields
To add, edit, or delete fields in your spreadsheet:
- Go to Tools > Merge Template or use the Merge Template icon
in the right pane.
- Click on the Manage option above the list of fields in the side pane, or the Create Field option below the list.
- In the Manage Fields dialog, use the Create Field option to add a new field and map the respective header from the source.
- Select any field or mapped header to make changes.
- To delete a field, hover over the respective field and click on the
icon that appears beside it.
Filter values from chosen fields
You can choose to filter a certain range of values from the selected fields as the data source.
- Go to Tools > Merge Template or use the Merge Template icon
in the right pane.
- Click on the filter icon
near the source name in the top-right corner of the side pane.
- In the Filter Records dialog, choose the desired field and criteria to filter.
- Use the And and Or options to create multi-level filters.
- You can choose to edit or delete the filters anytime.
Only the values based on the applied filter will be used in the merge actions.Preview merge template
Before proceeding with the merge action, you can get a preview of the merge templates with the desired fields.
- Go to Tools > Merge Template or use the Merge Template icon
in the right pane.
- Click on Preview
- In the preview pane, choose the field based on which you'd like to view the merge template using the dropdown.
- Click on the desired value from the list to view the merge template with the respective data record values.
Merge actions
Once the merge fields have been mapped, you can choose the desired action to perform with the dynamic data records.
- Go to Tools > Merge Template or use the Merge Template icon
in the right pane.
- Under Merge Action in the side pane, choose the desired option based on your use case.
- Save as new spreadsheet(s) - Each data record will be saved to your WorkDrive account as a new Zoho Sheet file. Upon clicking Merge, you can select the file names, and the folder in which you wish to save the files. Click Merge to start creating the new spreadsheets.
- Email as attachment - Each data record will be sent as an email attachment to the selected recipients. Upon clicking Merge, you can enter the details for the emails to be sent. You can either choose to enter the email addresses manually or pick the desired source for the email addresses, messages, subject, etc using the
icon alongside each field. Zoho Sheet currently supports two file formats for attachment—XLSX and PDF which you can choose from. Click on Merge to start sending out the emails.
Credit Details
Zoho Sheet provides free and paid users with respective credit limits for performing merge actions. All users having access to the paid version of Zoho WorkDrive will be eligible to the paid credit limits. The limits provided are for the whole organization.
For free users:
Monthly credits for file save merge: 200
Maximum credits usable per day: 200
Monthly credits for email merge: 200
Maximum credits usable per day: 20
For paid users:
Monthly credits for file save merge: 1000
Maximum credits usable per day: 1000
Monthly credits for email merge: 1000
Maximum credits usable per day: 200
Credits required for each action:
Save as spreadsheet(s): 1 credit per record
Email as attachment (XLSX format): 2 credits per record
Email as attachment (PDF format): 2 credits per record
View merge logs
Zoho Sheet provides you with the details of every merge that happens inside the spreadsheet. This helps you keep track of the merges performed by you and the collaborators in the current spreadsheet.
- Go to Tools > Merge Template or use the Merge Template icon
in the right pane.
- Click View Logs at the bottom of the side pane.
The logs dialog will display all the details regarding the past merges that have occurred in the spreadsheet including the spreadsheet name and the status of the merge.
Collaborator permissions for merge
- All collaborators with the access to edit the spreadsheet can create a new merge, and modify an existing merge.
- Only those collaborators with access to the respective connected source data can run a merge in the spreadsheet. The merge actions will be performed in the respective collaborator's account.
For any further queries, contact us at support@zohosheet.com.
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