Sending mail merge templates in Zoho CRM
The Zoho Sign extension already enables you to send documents that require a signature to any contact stored in Zoho CRM. Now, the extension will also help you to send customized documents using Zoho CRM data without having ugly fixed-length placeholders. The documents will look pretty and clean. Just create a mail merge template, merge data from CRM, then send customized documents out for signing. For example, sales folks can send out the same agreement to different vendors, but with the different names, addresses, amounts, and so on.
How to create a mail merge template in Zoho CRM
- Log in to Zoho CRM.
- Click the Setup icon at the top-right corner.
- Navigate to Customization > Templates > Mail Merge.
- Click + New Template.
- Select the Module for which you would like to create the template.
- The merge fields in the template will be based on the module that you select. You can create mail merge templates for both system-generated and custom modules.
- Enter the template name.
- Select the folder from the dropdown list. The template will be stored in the folder that you select.
- Enter the description for the template.
- Click Create.
- You will be redirected to the Mail Merge Template Gallery, where you can proceed to create the template in two ways:
- Basic - Build a mail merge template from the scratch.
- Pre-designed templates - Select a template per your requirements from the gallery, which displays pre-designed templates from various categories such as resumes, posters and invitations, letters and covers, and creative writing.
How to create a template from scratch
- Choose a blank template from the Mail Merge Template Gallery. Doing so will load a document in Zoho Writer.
- Select Merge Fields from the Insert Fields section.
- Click Done.
How to use a pre-designed template
- Choose a template from the Mail Merge Template Gallery.
- Click Select. This will load a document in Zoho Writer.
- Select Merge Fields from the Manage Fields section. The fields will be inserted in the specified place in the Writer template.
- Click Done.
How to add subforms in a template
If you want to add additional information such as warranty, guarantee details, or accessories to your template, you can add the subform in your template and send it to your customers instead of manually adding them.
- Choose Subforms in the Manage Fields section.
- Select the subform that you would like to add to the template. A pop-up will display the list of fields in the subform.
- Select the fields that you want to add in your template.
- Click Insert As and choose how you want the subforms to be inserted.
Note: You can read this section of our Zoho CRM help document to learn more about creating and managing mail merge templates.
Make use of text tags
Zoho Sign also supports text tags. You can add these tags to the content of your documents and Zoho Sign will automatically add the corresponding fields when they're uploaded for the signing process. For example, when you add text tags to your sales orders, new employee contracts, and NDAs, Zoho Sign will add the corresponding fields when these documents are uploaded for the signing process.
Text tags are supported for the following fields: Signature, company, email, text fields, job title, initial, date, checkbox, and full name.
{{Signature}} | Adds a signature field for the first recipient. |
{{Company:Recipient2}} | Adds a company field for the second recipient. |
{{Textfield:Recipient3:Address}} | Adds a text field for the third recipient with the address field name. |
{{Textfield:Recipient1*}} | Adds a mandatory text field for the first recipient. |
{{Jobtitle}} | Adds a job title for the first recipient. |
{{Initial}} | Adds an initial field for the first recipient. |
{{Signdate}} | Adds a date field for the first recipient. |
{{Checkbox}} | Adds a checkbox field for the first recipient |
{{Fullname}} | Adds a full name field for the first recipient. |
{{Customdate:Recipient1}} | Adds a custom date field for the first recipient. |
{{Firstname}} | Adds a first name field for the first recipient. |
{{Lastname}} | Adds a last name field for the first recipient. |
{{Attachment}} | Adds an attachment field for the first recipient. |
{{Stamp}} | Adds a stamp field for the first recipient. |
{{Email}} | Adds an email field for the recipient |
Note:
- If the recipient number is not mentioned in the document, it will be assigned to the first recipient by default.
- You can mark a text field and checkbox as mandatory fields using the asterisk (*) character.
- Read this section of our help documentation to learn more about text tags.
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