How to enable or disable checkboxes using conditions in Mail Merge

Overview

In Zoho Writer merge templates, checkboxes can automatically reflect the selected options from your form or data source, appearing checked or unchecked based on values from Zoho Forms, Zoho CRM, Zoho Creator, spreadsheets, or other supported sources

For example, you create a Zoho Form to collect applicants’ programming skills (Java, Python, C++). In your merged document, only the skills the applicant selected will be ticked in the checklist.

Prerequisites

Create the form and add a checkbox field (e.g., “Programming Skills”) with multiple options: Java, Python, C++. Share the form and collect responses.
Create a merge template connect to your form and setup the fields.

Steps

Insert checkbox type merge field in the template for each option in the form.
Apply conditions for each checkbox
Click a checkbox > Edit Field Settings > This Instance Alone
Configure the condition as shown below for each checkbox field
Click Preview Merge to see checkboxes ticked based on the applicant’s selections and run merge.

Troubleshooting

1. Error/Symptom: Checkbox not ticking

Possible Cause: Condition might not match the stored value from the source

Recommended Solution: Preview the source data to confirm the exact text (e.g., “Java” vs “JAVA”)

2. Error/Symptom: All boxes unchecked

Possible Cause: Field might not be mapped correctly

Recommended Solution: Ensure the checkbox merge field is mapped to the correct data source field

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