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.

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