Overview

Steps to Merge Documents in Zoho Writer   

Step 1: Create or open a merge template

Step 2: Select your data source

    

Step 3: Setup template with fields 

To render merge fields as specific elements (like checkboxes, images, links, etc.) in Zoho Writer, you need to set the merge field types correctly while inserting them.

1. Insert Merge Fields

Add merge fields to personalize a document with information from the data source. Set the appropriate merge field type to determine how data is displayed or behaves in the final merged document. 

Common Type Merge Fields | Special Merge Field Types for Zoho Forms

2. Insert Advanced Merge Fields   

Advanced Fields in Zoho Writer involves Formula Fields, Conditional Fields, Repeat Fields, Chart Fields, Conditional Blocks, and Nested Merge Fields. These are what make Zoho Writer powerful for dynamic templates like invoices, proposals, contracts, or data-driven reports.

 

1. Formula Fields 
   
1. Perform calculations directly inside the document (e.g., =SUM(Quantity * Price)).
   
2. Useful for invoices, quotes, and order forms.
   Learn How to Configure Formula Fields in Templates
   
   
2. Conditional Fields 
   
1. Display content based on conditions (IF/ELSE logic).
   
2. Example: Show “Paid” if status = Paid, else show “Pending.”
   Learn How to use Conditional Fields in Templates
   
   
3.  A Repeat Field
   
1. Lets you automatically duplicate a block of content (like a table row or section) for each record in a dataset.
   
2. Instead of manually copying and pasting rows, Zoho Writer will expand the block dynamically based on the incoming data.
   Learn How to Repeat Blocks
   
   
4. A Chart Field
   
1. Lets you insert dynamic charts (bar, line, pie, etc.) into your document.
   
2. The chart is linked to data sources like Sheets or CRM
   Learn How to configure Chart Fields in Templates
   
   

3.  Insert AutoFields

 AutoFields are dynamic fields that automatically populate standard information in your document—like dates, page numbers, document metadata, or user details—without needing to manually enter them.

 Dates | Page number & count | Document Sequence Fields 

 4. Insert Main Form Fields 

A main form represents the primary record or entity in your data source. Each main form field corresponds to a unique entry (like a single person, invoice, or application). These fields pull in one-to-one data—meaning one record equals one document.

           Example:  If you're sending invoices, each customer name and address would come from main form fields.

5. Insert Subform Fields As Repeat Blocks 

A subform is a set of fields linked to the main form, designed to handle repeating data—that is, multiple entries related to a single main record. Subforms help create one-to-many relationships in your document. Subforms automatically belong to a main form and will repeat for each associated entry during the merge.

Repeat blocks usually a table row, paragraph, or group of fields — to repeat once per item in a list or subform from your data source.

Step 4: Configure when to run merge 

1. Manually / On Trigger
   
   Choose this option to run the merge manually by clicking 'Run Merge', or set up triggers in connected apps to automate the merge using a button, Deluge script, or API when specific app events occur.
   1. How to run merge from Zoho CRM
      
   2. How to run merge from Zoho Creator
      
   3. How to run merge from Zoho Projects
      
   4. How to run merge from Zoho Sprints
      
   5. How to run merge from Zoho Books
      
   6. How to run merge with Zoho Flow
      
2. On Form Submission
   Automatically run the merge whenever someone submits a connected Zoho Form. You can email the generated document, let users download it, or send the data to Zoho Sheet. Learn more.
   
   
3. Scheduled / Date & Time  
   Set a specific time and date for the merge to run automatically, ideal for schedule tasks like sending reports or letters on specific date or time
   

   

   
   
4.  External Trigger  (via webhook)
   Trigger merges programmatically via registered webhook

Step 5: Configure merge output options

1. Set up Simple Merge

Simple document automation is a set of prebuilt automation flows that allow you to generate documents using one template and then, store, email, send for signing, or send as fillable form. Simple merge Output options include:

1. Combining multiple generated documents into a single file before being sent for signing.
   
2. Creating dynamic folders and storing the generated documents in them, and much more.
   

How to set up advanced automation in Writer merge templates

Step 7: Run the merge  

1. Click Automate > Run Merge
   
2. How to Track Merge Progress and Handle Errors in Zoho Writer

Troubleshooting

Related Articles On

Merge Status & Control