FAQs: Mail Merge Templates

FAQs: Mail Merge Templates

How to insert custom look-up fields in the mail merge template?

At present, you cannot insert Custom lookup fields and check box fields in the mail merge template. However, you can insert all default lookup fields such as Parent Account, Account Name, Vendor Name and more.

How to insert my Organization Logo in the mail merge template?

You can't insert the company logo using merge fields. However, you can manually add your Organization Logo by using the Insert picture option in your mail merge template.

When I create a new custom field in Zoho CRM, will it get automatically updated in the Insert Merge Fields dialog?

Yes, when you create custom fields in Zoho CRM, they get added automatically to the "Insert merge fields" list. However, you need to sign out of the Zoho CRM Plug-in for MS Office and sign in again to insert corresponding custom fields. Use these same steps to insert merge fields in Zoho Writer as well.

How do I create Avery 5160 Address Labels?

You can create Avery 5160 Address labels using the Zoho CRM plug-in for Microsoft Word.

How to edit the mail merge template in Zoho Writer?

Mail Merge templates created using Zoho Writer can be edited through these steps.
  1. Click Setup > Marketplace > Zoho > Zoho Writer.
  2. In the Zoho Writer Add-on page, click Open Mail Merge Templates, if you already have mail merge templates.
  3. In the Mail Merge Templates page, select any template from the list.
  4. The template will be opened using Zoho Writer.
  5. Modify the template, according to your requirement and click the Save icon.

How to add images to the mail merge template?

You can add an image to the Zoho Writer's mail merge template by following these steps:
  1. Click the [Module] tab. Module refers to the Leads, Contacts, Accounts, etc. tabs.
  2. In the Home page, select the list view to filter the records that are required.
  3. Select the check box (es) of the records.
  4. Click More Actions > MailMerge.
  5. In the Mail Merge popup window, do the following:
    • Choose the template from the drop-down list. Only the templates created for the specific record type will be listed.
      For example, if you select the lead records to merge, only the template that is created for leads will be listed in the drop-down box.
    • Choose Zoho Writer or Microsoft Word to open the template.
  6. In the template click Insert Image to insert an image.
  7. Click Save.

Why is the Merge Template Print option not available for certain modules?

  1. The Mail Merge Templates option is restricted to Leads, Contacts, Accounts, and Deals.
  2. Email Templates are module-specific, that is, appear only if there are any email templates created for the module in question.
  3. Inventory Templates are restricted to Inventory Modules only.
  4. The additional Print options (Email, Mail Merge and Inventory templates) are available for all paid Zoho CRM accounts. For Free and Trial accounts, only the default print option is available.

How can I send mail merge documents through email using Workflow rules?

Yes, you can send documents created through mail merge via email using workflow rules with the help of functions. Read more about creating mail merge templates.

To set workflow rule for sending mail merge documents
  1. Go to Setup > Automation > Workflow rule.
  2. Click +Create Rule.
  3. In Create New Rule, choose a module from the drop-down list.
  4. Enter Rule Name and Description.
  5. Click Next.
  6. In the Workflow configuration page, select When do you want to execute the rule?
  7. Choose a criteria, if you want the rule to execute for selected records.
  8. In Instant Action, choose Functions.
  9. In Configure Functions, select Write your own.
  10. Enter Function name and Display name.
  11. Click Edit Arguments.
  12. In the Edit Argument window, you can change the function name entered previously.
  13. In Argument Mapping, enter the record ID and email ID and map it with the right field.
    Use # to add a merge field.
  14. Click Save.
  15. Enter the below function.
    1. resp = invokeurl
      [ url :"https://zohoapis.com/crm/v2/settings/email_templates/653844000009571031/actions/print_preview?record_id=%22 + dealId
      type :GET
      connection:"mailmergeconnection"
       ]; //Create connection and pass the required mail merge id here
      content = resp.get("email_template_preview").get("body");
      fmp = Map();
      fmp.put("email",zoho.loginuserid); //Set the from address as needed
       emaillist = List();
      emp = Map();
      emp.put("email",email);
      emaillist.add(emp);
      mp = Map();
      mp.put("subject","Set as per your requirement");
      mp.put("content",content);
      mp.put("to_address",emaillist);
      mp.put("id",dealId);
      mp.put("template_id","653844000009571011");//Pass the required template id here
      mp.put("from_address",fmp);
      mp.put("attachment_name","Deal Won Template");//Set the attachment name as needed
      datalist = List();
      datalist.add(mp);
      paramp = Map();
      paramp.put("data",datalist);
      resp1 = invokeurl
      [
      url :"https://www.zohoapis.com/crm/v2/Deals/actions/send_mail?type=mailmerge%22
      type :POST
      parameters:paramp.toString()
      connection:"mailmergeconnection"
       ];
      info resp1;

How to insert the "Next Record" field in the Address Label template?

You can insert the "Next Record" field directly from the "Insert Field" box, since it is not included in the Merge Fields list.
  1. Click Setup > Customization > Templates > Mail Merge and select the template that you need.
  2. Select Next Record and add it to the Address Label template.

What is the maximum number of contacts that can be associated with an Account for mail merge to work?

Mail merge helps you create personalized documents by creating a template that contains the variables (merge fields) which incorporate values from a record. For example, you can place a merge field in an email template to retrieve the customer's name instead of a generic term.
You can associate up to 100 contacts with an account to use mail merge. For example, if you have 130 contacts associated with one Account record, mail merge will only work for the first 100 contacts.


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