Store Documents After Mail Merge in Zoho Writer

How to merge and store documents in Zoho Writer

Overview

Merge and Store option allows you to automatically generate and save personalized documents for each record in your connected data source. Once the merge is complete, each document is stored individually in the location of your choice, such as Zoho WorkDrive, Zoho CRM, or other integrated storage systems. You can also configure additional actions like file renaming, folder structuring, and post-merge workflows using Deluge functions.

Prerequisites

Before you can using Zoho Writer's merge feature, ensure the following prerequisites are met:
  1. Merge Template: Create a Zoho Writer Merge Template with merge fields.
  2. Connect Data Source: Link your template to a supported data source such as Zoho CRM, Zoho Creator, Zoho Forms, Zoho Sheet, or an external source via API. The data source should contain the records you want to use to generate documents.

Steps

  1. Open the merge template.
  2. Choose Merge & Store under Merge output settings
  3. In the Create Merged Document dialog box, configure the required options.
  4. Choose the merge type
    1. Create separate documents: Generates one document per record in your data source. Useful for Personalized letters, contracts, ID cards, etc. When each recipient needs their own copy. Name files using merge fields (e.g., Invoice_{CustomerName}). Automate delivery or storage actions per file.
    2. Combine all into one document: Combines document for each record into a single document. Useful for: Bulk reports, team rosters, product catalogs, etc. All data appears in one continuous document, typically in a tabular or sectioned layout.
  5. Specify the file name and choose the folder to store the generated document
    1. Use dynamic field values (like name, date, ID) to name the file or folder.
    2. Choose Existing Folder: Employ a merge field containing the Folder ID to effortlessly select an existing folder for your merged documents.
    3. Create a New Folder: Alternatively, create a new folder or nested folder in Writer based on the merge field or a custom folder name.Optionally, create subfolders dynamically based on merge field values (e.g., by department or region)
  6. Choose the file type such as DOCX, PDF, ZDOC, or more to store the generated documents.

Notes

  1. Zoho Writer's Merge Templates now let you create pre-filled PDF forms without needing extra tools or paid add-ons. To generate a PDF form, choose Merge and Store as the output option and choose Fillable PDF Form under Save as.
  2. You can also a set password to view the generated document.

Troubleshooting

Error/Symptom: Merged documents are always saved in "My Folder" and cannot be shared with clients in a separate folder automatically.
Possible cause: You are on the WorkDrive Free Individual plan, which does not allow changing the save location during merge.
Recommended solution: 
  1. Personal Edition: Create separate folders for each client in "My Folder" and share manually, or use WorkDrive API for automation.
  2. Paid Plan: 
    1. Create a Team Folder and organize merged documents into client-specific subfolders.
    2. Add team members to the Team Folder to allow access without admin intervention.
    3. Customize subfolder permissions to restrict access and share directly with clients.

Related Articles

  1. How to execute custom workflows after storing merged document
  2. How to send merged document via email in Zoho Writer
  3. How to Merge and Send Document for Review and Approval
  4. How to configure signer details and workflow settings for signing documents
  5. How to run custom workflows after merging a document
  6. How to merge templates to generate prefilled fillable forms