Getting started with document merge in Zoho Writer
Overview
Zoho Writer’s template-based document generation lets you automatically create personalized documents by merging pre-designed templates with data from spreadsheets, forms, CRMs, or APIs. Merge fields pull in real data to generate contracts, invoices, proposals, and other documents at scale. With support for conditional logic, tables, and image merging, Zoho Writer streamlines accurate and efficient document automation.
When your document automation involves multiple templates or multi-step automation and distribution, Writer lets you build sophisticated Power Automate–style document workflows. Learn more about Writer’s Automation Builder
When your document automation involves multiple templates or multi-step automation and distribution, Writer lets you build sophisticated Power Automate–style document workflows. Learn more about Writer’s Automation Builder
Steps
Step 1: Create or open a merge template
Design or open the merge template in Zoho Writer to generate personalize documents.
To create a merge template:
- Click File > New Automation Template > Merge Template
- Design from scratch: If you wish to create a template from scratch.
- Design over PDF: If you wish to convert an existing PDF file as a template.
You can also convert an existing document to a merge template by clicking Automate > Convert to merge template.
Step 2: Select your data source
- Click Automate > Configure.
- Choose your preferred 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.
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.
- Formula Fields
- Perform calculations directly inside the document (e.g., =SUM(Quantity * Price)).
- Useful for invoices, quotes, and order forms.
Learn how to configure formula fields in templates - Conditional Fields
- Display content based on conditions (IF/ELSE logic).
- Example: Show “Paid” if status = Paid, else show “Pending.”
Learn how to use conditional fields in templates - Repeat Field
- Lets you automatically duplicate a block of content (like a table row or section) for each record in a dataset.
- Instead of manually copying and pasting rows, Zoho Writer will expand the block dynamically based on the incoming data.
Learn how to repeat blocks - Chart Field
- Lets you insert dynamic charts (bar, line, pie, etc.) into your document.
- 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.
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
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.
- 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.
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.
External trigger (via a webhook)
Trigger merges when an event happens in an external app such as a field's value updation or a new entry created using a webhook.
Step 5: Configure merge output options
Select one of the available output options to proceed with the merge. Each option lets you control how the generated document is delivered, stored, or shared based on your workflow requirements.
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:
- Merge and store
- Merge and email as link or as attachment
- Merge and send for sign
- Merge and send for approval
- Merge and share as fillable form
- Merge and invoke custom function
Setup advanced merge
Advanced Automation Flow Builder lets you to design dynamic document workflows for complex requirements like generating (merge) documents, combining them into one, and then emailing or storing them, conditionally choosing one or multiple templates for document generation, dynamically distributing the generated documents through email, sending for signature collection, or performing post document generation actions like:
- Combining multiple generated documents into a single file before being sent for signing.
- Creating dynamic folders and storing the generated documents in them, and much more.
Step 6: Preview the merge
- Click Preview Merge to see how the document looks with actual data.
- Navigate through records to check formatting and correctness.
Step 7: Run the merge
- Click Run Merge
- How to Track Merge Progress and Handle Errors in Zoho Writer
Troubleshooting
Problem : In CRM Email merge template to send to a contact that includes the details of a Deal and I'd like to include the Product that's been added to the deal, but Product doesn't seem to be an option in the list of Merge Fields.
Cause : It is not possible to fetch the fields from products within contacts and you must have a custom lookup field added.
Solution: Creating a subform in the Deals module and list down the Products. You can also write a custom function to pull the details of the Product to fields within the Contacts/Deals module to include it in the email template.
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