How to merge and send document via email in Zoho Writer
Overview
The Merge and Send via Email option in Zoho Writer lets you generate personalized documents for each record in your data source and automatically send them via email. Each recipient gets a customized document as an attachment or inline content or as shared link based on your template and email configuration. You can:
- Personalize email subject and body using merge fields.
- Choose document format (PDF, DOCX, etc.) for the attachment.
- Set sender address, CC/BCC, and reply-to addresses.
- Configure email delivery settings for immediate or scheduled sending.
This is ideal for sending invoices, certificates, offer letters, or any bulk communication that requires personalized documents.
Steps
Option 1 : Send the merged document as an Inline email
The content in the merged document is added it to the body of the email and delivered to the specified email addresses.
Option 2 : Send merged document as a link
The merged document is stored in the selected WorkDrive or Docs folder, and only its link will be sent in the mail as a shareable link or QR code. This option gives you complete control over document access. You can customize sharing permissions to suit your needs:
- View Only: Ideal for sharing finalized reports or newsletters.
- View & Comment: Perfect for gathering feedback or conducting reviews.
- Read/Write: Enables full collaboration for teams working on live documents.
Option 3 : Send merged document as an attachment
The merged document will be attached to the email in the selected format; you can also choose to enter a custom message along with the email while delivering the merged document as an attachment. The size limit to attachments is 3MB per attachment.
The three types of attachments are:
The three types of attachments are:
Common attachment: Common attachments are those that are common/same for all recipients.
Conditional common attachment: Dynamically attach files based on specific conditions. Depending on the unique attributes of each record, you can now attach specific files or choose not to attach any file at all.
Example: The HR department needs to send out call letters to newly recruited employees. However, not all employees are the same; they have varying roles, and some require additional documentation based on their position.
- Automate this process by setting up conditions based on specific field values in your records.
- Specify that if an employee's role matches a particular criteria, specific files should be attached. This means you can send call letters as the core document while, simultaneously, attach extra files such as training manuals, job descriptions, or compliance documents only to employees who meet the defined conditions.
Unique attachment: Unique attachments are unique and specific for each recipient. The two ways to pick unique attachments are:
1. Field containing Attachment URLs - If the URL of a file is present in a field in the data source, you can choose the appropriate field and the file will be added as an attachment.
2. Folder containing attachments - This allows you to attach the file from a folder present in Zoho WorkDrive. The attachment files in this folder must contain the names that are present in the data source and be mapped to the respective field. Choose the appropriate condition like File name starts with or File name is, etc and map it to the corresponding field from the drop-down list.
2. Folder containing attachments - This allows you to attach the file from a folder present in Zoho WorkDrive. The attachment files in this folder must contain the names that are present in the data source and be mapped to the respective field. Choose the appropriate condition like File name starts with or File name is, etc and map it to the corresponding field from the drop-down list.
Option 4: Send Attachment as Password Protected PDF
Zoho Writer allows you to secure your merged documents with a password before sending them via email. When this setting is enabled, each generated document is encrypted, and recipients must enter the correct password to open the file.
Additional Notes
CRM Email Template
in Merge & Email
Reuse the email templates when you merge and email documents in writer. The merged document will be sent as an attachment along with the selected CRM template's content as the email body.
Steps to email the merged document
- Check the Merge & send via email checkbox under the "Choose Output".
- The Email Settings dialog box will appear.
- Choose From and To email addresses. These email id's might belong to the document owner, an organization or a person.
- Type in a custom sender name for your email if required.
- Enter a subject line for your email.
- Enable read receipts and link tracking if necessary.
- The document will be sent via email to each user once the merge is run.
Custom Sender Name in Merge & Email
Just like changing the From address during merge & email to your secondary email address or a group alias that's already been configured, you can have a custom sender name optionally. This name will appear instead of the mail client's name.
Let's say you conduct a survey on the physical fitness of members in your organization. You can have the sender name set to "Board of Health and Fitness" or any other name of your choice.
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