Overview

Steps

1. Open the merge template.
   
2. Go to Automate and click Merge & Store under "Choose Output"
   

1. In the Create Merged Document dialog box, configure the required options and click save
   

1. Choose 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.
   

1. Configure File and Folder Structure
   

1. Use dynamic field values (like name, date, ID) to name the file or folder.
1. Choose Existing Folder: Employ a merge field containing the Folder ID to effortlessly select an existing folder for your merged documents.
   
2. Create a New Folder: Alternatively, create a new folder or nested folder in Writer based on the merge field or a custom folder name.
   

1. Optionally, create subfolders dynamically based on merge field values (e.g., by department or region)
   

1. Choose the output format 
   

Save your merged documents as .docx, .pdf, or .zdoc documents.

.zdoc            Save As Writer Document

.zfdoc           Save As Fillable Template

.DOCX         Save As Microsoft Word with or without password protection. 

.PDF             Save As a non-editable PDF with or without password protection.

.PDF Form.   Save as PDF Form

Additional Notes

      1. Create Prefilled PDF Form from Merge

Zoho Writer 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. Set password for merged document

Protect the Merged PDF documents such as confidential business documents, legal documents, and copyrighted with a control whether they can be printed / copied.

Troubleshooting

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