Tip of the fortnight 3 - Create merged documents with form responses

Tip of the fortnight 3 - Create merged documents with form responses

Hello fellow form builders,

It's another fortnight, and I am back with an exciting new tip. In the previous post, we discussed how to deliver the PDFs of the submitted form  to your customers. To continue with this process, let's take a look at how to create dynamic documents with the responses that fall in your form.

Sending Order Receipts upon successful purchases, Interview Call Letters to chosen candidates, Invoices for your customers, Certificates on course completion, etc, is crucial for your business. Instead of the default process of manually entering in form data into an external document and dealing with the chaos of paper documents, I'll share a useful solution!



Using this tip, you can quickly integrate your document template with the form you create, and automate them as customized documents by merging the form responses. This ensures that there is no room for manual errors during the pre-filling process. Let's take a deep dive to understand how it's done!


Leave your mark 

Whether it's an Order Invoice or a Sales Contract, the scenarios require customized solutions. To satisfy this, create custom documents using Zoho Writer or WebMerge by adding your company logo, tables, etc. and design them to reflect your business. 

Here's a preview of how a document will look inside Zoho Writer (I've illustrated an Order Invoice and an Interview Invitation here). Include your form responses inside the document by clicking the field labels under INSERT FIELDS header.  






We've learned how to construct various documents as per business needs, and now let's explore the different ways it can be sent to your customers. 

Deliver to every submitter

If you want all of your customers to receive the document (say, an Order Receipt), try setting up an automated email by configuring the customer's email as the To address and include the merged document as an attachment. This configuration delivers custom documents right away when the customers make a form submission.

Deliver to specific submitters

If you want to analyze all your received form entries and send the documents to a few of the customers (say, a Course Completion Certificate), you can follow our manual workflow. For a Zoho Writer document, configure the email set up in the Merge and Send Email tab that appears. You can check the status of the document (if it is successfully merged or sent) by routing to the Mail Merge Status column under the All Entries/ Report section. You will receive a success message like this. 




That's all there is to it! Try this out and get started with the document merge for your forms by learning the set up from our help documentation. And, it's a wrap! What are the different documents you create for your business? Comment below - we'd love to hear from you!  

Until next fortnight, 
Prasana.



      • Sticky Posts

      • Tip #10: Automatically add tags to Zoho CRM records using form responses

        You may be using tags to filter records, create reports based on specific tags, or let your sales team to know which clients to give priority to. Don't skip tagging for the crm records added via forms. The tags can be set to be automatically captured during the form submission. How it works When you set up a configuration to push form entries into CRM, you can add a tag to them automatically. The tag value can vary based on the respondent's input (captured using form fields), or you can include a

      • Tip #2: Prefill forms automatically with existing Zoho CRM data

        How to automatically prefill a form with existing Zoho CRM data? Prefilled forms can be useful when you want your prospects to view and confirm their data, and in a wide range of other situations. In Zoho Forms, we prefill the fields with the values from Zoho CRM using the Zoho CRM field. What is a Zoho CRM field? A Zoho CRM field acts as a two-way communication channel, by sending data to Zoho CRM from forms and fetching information from CRM into Forms. The field will look up data from your CRM

      • Tip #8: Pass Adwords data (GCLID) and UTM parameters to Zoho CRM using forms

        When you are using forms to capture leads, you may wonder: " How did they find me? Which marketing campaign worked best?"  You can answer this question by capturing the Google Adwords data (GCLID) or the UTM parameter details in your CRM using forms. This can be a great way to gauge the effectiveness of your campaigns and identify the most effective ways to capture leads.  Capturing GCLID parameters How it works If a person finds your form by clicking an ad, a GCLID gets created. When they fill out

      • ZUG (Zoho User Group) In-person Meetups - Maximize Data Efficiency with Zoho Forms & Beyond

        Hello Zoho Community, Join us for our upcoming meetups in ANZ, where we'll dive into seamless data handling and maximizing efficiency through Zoho Forms and beyond. Explore the potential of Zoho Forms customization and integration, from mastering the

      • Tip #9: Modify deal properties in Zoho CRM using form responses

        How to modify deal properties of Zoho CRM records using form responses? Deal properties in Zoho CRM records are constantly modified based on the status of the deal. You can automatically modify deal properties (like the deal closing date, or deal name) and even update the deal stage, using form inputs. This can drastically reduce the work your team would otherwise do to search and change individual record details manually. How it works This works by integrating the form with the Deals module of Zoho

        • Recent Topics

        • Snapchat

          Are there any plans to add Snapchat to Zoho Social or is there any API that we can use to integrate into Zoho.

        • Zoho Sign "An unexpected error occured" when clients trying to sign documents

          We are unable to have clients sign our documents. When attempting to complete the process an error appears saying "an unexpected error occured" and in the document history just shows "signing failure." We are at a complete standstill with no response

        • Service Reports.

          Hello Team, I have a requirement to create multiple service reports for a single AP. That means, in one AP I have 5 service line items, and all line items are linked to assets. Once I complete the AP, I want to generate 5 individual service reports, one

        • ¡Vuelven los Workshops Certificados de Zoho a España!

          ¡Hola usuarios de Español Zoho Community! Hace ya unos días que hemos dado la bienvenida al 2026, y promete ser un año de lo más emocionante. Y es que nos gustaría haceros nuestro particular regalo de Reyes, aunque lleguemos un poco tarde. 🎁 ¡Nos gustaría

        • Cancel Subscription

          Hi , Im want to cancel my account but without success please help me to do it

        • Deprecation Notice: OpenAI Assistants API will be shut down on August 26, 2026

          I recieved this email from openAI what does it means for us that are using the integration and what should we do? Earlier this year, we shared our plan to deprecate the Assistants API once the Responses API reached feature parity. With the launch of Conversations,

        • How to list services on quote instead of products

          I need to create a customer facing estimate that displays our services. The default quote layout only allows products to be listed. Is there a way to correct this?

        • Making an email campaign into a Template

          I used a Zoho Campaign Template to create an email. Now I want to use this email and make it a new template, but this seems to be not possible. Am I missing something?

        • Syncing calendar with Google Calendar doesn't work when events are sent to auto repeat

          Hi... The ZOHO CRM -- GOOGLE CALENDAR sync is broken. If I create a single event on either side, sync works, but if I create an event with auto repeat on either side it doesn't work. Furthermore, events created before the sync don't show up in the calendar.

        • Invoice status on write-off is "Paid" - how do I change this to "Written off"

          HI guys, I want to write off a couple of outstanding invoices, but when I do this, the status of the invoices shows as "Paid". Clearly this is not the case and I need to be able to see that they are written off in the customer's history. Is there a way

        • CRM gets location smart with the all new Map View: visualize records, locate records within any radius, and more

          Hello all, We've introduced a new way to work with location data in Zoho CRM: the Map View. Instead of scrolling through endless lists, your records now appear as pins on a map. Built on top of the all-new address field and powered by Mappls (MapMyIndia),

        • Creating meetings from an email

          Hi. Similar to Outlook, it would be helpful if a meeting can be scheduled from an email so that the attendees need not be manually entered every time it's created.

        • Please, make writer into a content creation tool

          I'm tired of relying on Google Docs. I'm actually considering moving to ClickUp, but if Writer were a good content creation tool instead of just a word processor, I would finally be able to move all my development within the Zoho ecosystem, rather than

        • ZohoSalesIQ.Chat cannot send messages

          Chat cannot send messages. Our app implements the customer service chat window functionality by integrating the Mobilisten SDK. Recently, we encountered an issue: after successful SDK initialization and visitor registration, when the `startWithQuestion`

        • Missed chats on WhatsApp closing after one minute

          Hi, we have added WhatsApp as a channel. However, if a chat is not picked up within 2mins, the chat is marked as missed and is closed within a minute. Why are they not staying in our "missed" queue for 24 hours as per our WhatsApp preference settings?

        • Feature Request: Add Tax ID Display on Event Tickets

          Hello Backstage Team, I’ve had several clients bring up an issue regarding tax compliance when creating events. For tax purposes, they are required to show their Tax ID on the event tickets. Currently, this isn’t an option, so they have to manually generate

        • Release Notes | January 2026

          We have rolled out a set of powerful new enhancements across Zoho Vertical Studio that bring several long-awaited capabilities to your applications. These updates focus on deeper customization, smarter automation, better reporting, and improved usability

        • Email Alias: To keep emails flowing without disruption

          Email Alias acts like a nickname for a user’s primary email address, allowing multiple email addresses to deliver messages into the same mailbox. Consider the scenario where an employee manages multiple responsibilities, such as responding to sales inquiries,

        • Automating CRM backup storage?

          Hi there, We've recently set up automatic backups for our Zoho CRM account. We were hoping that the backup functionality would not require any manual work on our end, but it seems that we are always required to download the backups ourselves, store them,

        • Archive Option in Conversation View

          Hello, I have a suggestion\request to add an "Archive Thread" button in conversation view of Zoho Mail. The best suggestion I have is to put an "Archive Thread" button next to the "Label Entire Thread" button in conversation view. Most users don't just

        • Collapsing and expanding of lists and paragraphs

          hello Would you ever implement Collapsing and expanding of lists and paragraphs in zoho writer ? Best regards

        • Automatic Refresh on Page?

          Hi everyone, We use a page as a dashboard which shows data for the laboratory and tasks pending etc. Is there a way to set the page to automatically refresh on a X time? Many thanks TOG

        • Inventory "Bulk Actions" button - add more fields to "Bulk Update > Select a field"

          Can we not get a lot more actions that are commonly used by customers into the "More Actions" button on the Inventory list? More fields listed in the Bulk Update > Select A Field? Possible Bulk update Fields Preferred Supplier ( to quickly move items

        • Bulk upload image option in Zoho Commerce

          I dont know if I am not looking into it properly but is there no option to bulk upload images along with the products? Like after you upload the products, I will have to upload images one by one again? Can someone help me out here? And what should I enter

        • Function #11: Apply unused credits automatically to invoices

          Today, we bring you a custom function that automatically applies unused credits from excess payments, credit notes, and retainer payments to an invoice when it is created. Prerequisites: Create a Connection named "zbooks" to successfully execute the function.

        • Tip #60- Exploring Technician Console: Screen Resolution- 'Insider Insights'

          Hello Zoho Assist Community! Have you ever started a remote session and felt the screen quality wasn’t sharp enough for detailed work? A new user recently explored Zoho Assist after installing the trial version and running a few initial tests. While the

        • Right Moment, Right Message, Right Operator: Never Miss a High-Intent Lead

          Ever been on a website or app, thinking “Should I buy this or not?” and suddenly a friendly message “Hi! How can I help you?” pops up at the perfect moment? That’s not luck. That’s timing done right. Engaging right visitors at the right moment, with the

        • CRM x WorkDrive: We're rolling out the WorkDrive-powered file storage experience for existing users

          Release plan: Gradual rollout to customers without file storage add-ons, in this order: 1. Standalone CRM 2. CRM Plus and Zoho One DCs: All | Editions: All Available now for: - Standalone CRM accounts in Free and Standard editions without file storage

        • Zoho CRM Workflow Automation: Activate & Deactivate Workflows Using API

          Zoho has now enabled: ✅ Activate / Deactivate workflows using API ✅ Schedule workflow activation & deactivation This is extremely useful for real-world automation use cases 💡 🧩 My Use Case I created a scheduled automation that: ☀️ Activates workflows

        • {Action Required} Re-authenticate your Google Accounts to Continue Data Sync

          Hello Users! To align with Google’s latest updates on how apps access files in Google Drive, we’ve enhanced our integration to comply with the updated security and privacy standards, ensuring safer and more reliable access to your data. With this update,

        • Function #53: Transaction Level Profitability for Invoices

          Hello everyone, and welcome back to our series! We have previously provided custom functions for calculating the profitability of a quote and a sales order. There may be instances where the invoice may differ from its corresponding quote or sales order.

        • Project-Based Inventory Consumption and Proforma Invoice in Zoho ERP

          While working with customers across different industries, we have identified a few functional questions and gaps that commonly arise—especially for project-based and service-oriented businesses. Many organizations, such as those in shipping, construction,

        • Power up your Kiosk Studio with Real-Time Data Capture, Client Scripts & More!

          Hello Everyone, We’re thrilled to announce a powerful set of enhancements to Kiosk Studio in Zoho CRM. These new updates give you more flexibility, faster record handling, and real-time data capture, making your Kiosk flows smarter and more efficient

        • [Free Webinar] Zoho RPA - OCR, PDF Automation, & More

          Hello Everyone! Greetings from the Zoho RPA Training Team! We’re excited to invite you to our upcoming webinar on the latest release updates for Zoho RPA, where we’ll unveil powerful new capabilities designed to make your automation journey smarter, faster,

        • Zobot Execution Logs & Run History (Similar to Zoho Flow)

          Dear Zoho SalesIQ Team, We would like to request an enhancement for Zoho SalesIQ Zobot: adding an execution log / run history, similar to what already exists in Zoho Flow. Reference: Zoho Flow In Zoho Flow, every execution is recorded in the History tab,

        • Capture Last check-in date & days since

          I have two custom fields on my Account form, these are "Date of Last Check-In" and "Days Since Last Contact" Using a custom function how can I pull the date from the last check-in and display it in the field "Date of Last Check-In"? and then also display the number of days since last check-in in the "Days SInce Last Contact" field? I tried following a couple of examples but got myself into a bit of a muddle!

        • Global Search Settings

          I'd love a way to remove some modules from being included in the global search. This would allow use to provide a better user experience, limiting the global search to only those modules that are regularly used removing any models used for background

        • Card Location in Zobot

          Hello, when using the “Location” card in a codeless builder Zobot, the behavior in WhatsApp is inconsistent. When asking the user to share their location, they can type a message, which will return the message “Sorry, the entered location is invalid.

        • Automation Series: Auto-create Dependent Task on Status Change

          In Zoho Projects, you can automatically create and assign a dependent task when a task’s status is updated. This helps teams stay aligned, ensures reviews happen on time, and reduces manual effort. In this post, we’ll walk through an easy setup using

        • Languages in Zobot

          Hello, I have found a list of supported languages for the Zobot. The information specifies the languages are supported in the following 3 features: SalesIQ supports 34 different languages in the following features. Resources (Articles, FAQs, Small Talks)

        • Next Page