Send Mail Merge Documents via Email in Zoho Writer

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:
  1. Personalize email subject and body using merge fields.
  2. Choose document format (PDF, DOCX, etc.) for the attachment.
  3. Set sender address, CC/BCC, and reply-to addresses.
  4. 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

  1. Open your merge template and in the Automate pane, choose Merge & send via email under Merge output settings.
  2. Choose your desired method to share the email as:
    1. Inline
    2. Attachment
    3. Send As Link
  3. If you choose to send the document as an attachment, 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. You can additionally choose to send the attachment in three different options:
    1. Common attachment: Common attachments are those that are same for all recipients.
    2. 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.
    3. Unique attachment: Unique attachments are unique and specific for each recipient.
      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.
  4. If you choose to send the document as link, the merged document is stored in the selected WorkDrive 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:
    1. View Only: Ideal for sharing finalized reports or newsletters.
    2. View & Comment: Perfect for gathering feedback or conducting reviews.
    3. Read/Write: Enables full collaboration for teams working on live documents.
  5. Additionally, you can also send the document as a password-protected PDF.

Notes

  1. Using CRM Email Templates in Merge & Email

You can reuse your CRM email templates when sending merged documents from Writer. The merged document will be attached to the email, and the body will contain the content from the selected CRM template.


Steps
  1. Select Merge & send via email as the output option.
  2. Select the From and To email addresses. These addresses may belong to the document owner, an organization, or an individual.
  3. If needed, enter a custom sender name
  4. Add a subject line for your email.
  5. Enable read receipts and link tracking if required.
  6. Once the merge runs, the document will be emailed to each recipient.

  7. Custom Sender Name in Merge & Email

You can specify a custom sender name when sending the documents as emails. This name will appear in place of the default mail client name.