Data sources and mapping merge fields to data sources in Writer

Connecting a Data Source

Data Sources

Writer fetches data from the source document and places it in the merge template to generate separate output documents for each record. The source document can be anyone of the following:

CSV or JSON file

Use a CSV file- comma separated file which contain a series of values separated by commas (,) in a series of rows as your data source.

A JSON file is a substitute for XML file that's more user friendly. It supports data structures like array and objects. Please use to this sample JSON file as a reference to try mail merge with JSON as the data source.


Limitations

 

Image fetch

Supported

Record fetch limit

10,000

Subform limits

Table limit: 15

Column limit for each table: 15

Record for each table: 1000


Zoho Contacts

Zoho Contact as the data source fetches all contact information of the selected contact(s) within your organization- every detail like first name, last name, email, etc and import them as separate fields inside your merge template.

For example, let's say the HR sends emails to employees regarding salary revision. Here the HR could choose Zoho Contacts as the data source. With this, the contact details of the employees like name, email, etc., are imported into Writer as separate fields that can be placed anywhere in the merge template.

Limitations

 

Image fetch

Supported

Record fetch limit

10,000

Subforms

Not supported


Zoho Sheet

Upon having Zoho Sheet as the data source, Writer collects data from the spreadsheets and imports them as merge fields. The header or the value in the first row of each column is taken into account as a merge field and the corresponding records under these headers are associated with them which you'll see in the merged document. 

For example, let's say the sales team has to allot appraisal for all the sales representatives in the team. They could use a Zoho Sheet to store all the sale details against each representative like number of products sold, amount of sales made in each quarter, etc. These column headers are treated as separate merge fields and the values can be used in formulas to calculate each representative's sales which can be further used for making decisions on appraisal.

Limitations

 

Image fetch

Supported

Record fetch limit

10,000

Subforms

Not supported


Zoho Forms

An interactive form built in Zoho Forms can be used as a data source for mail merge in Writer. All fields in the form are imported as a separate field in Writer also. You can place these fields anywhere in your merge template. On merge, all the responses of the form are merged and personalised documents are generated as per your template configuration.

For example, let's say a fitness survey is taken by the Physical Wellness Committee in your organization. A Zoho Form can be used for the survey where responses on weekly, daily physical activity of the members can be collected. Picking this form as the data source in Writer during mail merge will merge the responses collected on the Form and generate personalised documents.

Limitations

 

Image fetch

Supported

Record fetch limit

10,000

Subform limits

Table limit: 15

Column limit for each table: 15

Record for each table: 1000


Zoho Creator

Build a form using the form builder in Zoho Creator and use the form as your data source in Writer for mail merge. This will import all configured fields in the form into Writer as individual merge fields that can be placed anywhere across your merge template. Using Zoho Forms and a Creator form as the data source work the same way.

If your form in Zoho Creator contains subforms, capture the main form and subform fields' relationship as a JSON object and use this JSON as the data source during mail merge. Click here to learn more.

Limitations

 

Image fetch

Not supported

Record fetch limit

10,000

Subform

Not supported


 

Zoho CRM

Use CRM data like Leads, Accounts, Contacts, and Potentials to create merged documents in Writer. Use a CRM module as your data source to pull all records from the module and place them as merge fields inside Writer.

Limitations

Image fetch

Not supported

Record fetch limit

10,000

Subform limits

Table limit: 5

Column limit for each table: 15

Record for each table: 100



Mapping fields to data source fields 

Fields you've created or imported should be connected or linked to the respective fields in your data source in order to fetch the correct data when merging. Make sure all the fields are connected to the data source. You will be indicated if there are unmapped fields in the document. Click Map Now and link them to the data source.


Manage Data Source

Switch between source documents or remove the selected data source in order to start over with a new one.

  1. Click    and choose to change or remove the data source.

Neither of these options will remove the inserted fields from the document.

Filter records in a data source with huge volumes of data. Click here to learn more.






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