CRM Help

Zoho Writer Add-on in Zoho CRM

Zoho Writer is an online word processor that allows you to create and share documents online. Using the Zoho Writer Zoho Add-on in Zoho CRM, you can create templates online and use CRM data (Leads, Accounts, Contacts and Potentials) to create mail merge documents such as Forms, Letters, Address Labels, Envelopes etc. on-the-fly. You can use this function without downloading and installing any software.

Note

  • With the Zoho Writer Add-on, you can create the mail merge documents using the data from Leads, Accounts, Contacts and Potentials modules only.

Availability

Profile Permission Required: Users with the Zoho Writer Add-on permission can access this feature.

Benefits

  • Requires no installation as you can create templates online using Zoho Writer.
  • Use Zoho CRM's login credentials to log in to Zoho Writer (Single Sign On).
  • Send mail merge documents via email to the leads, accounts, contacts, potentials, record owners or users.
  • Save time in creating multiple documents.
  • Generate mail merge documents with up-to-date customer information.
  • Access the templates anytime and edit online.

Create Mail Merge Documents

Creating mail merge documents using Zoho Writer involves three steps:

  • Create Mail Merge Templates in Zoho Writer
  • Create List of Mail Merge Recipients
  • Create Mail Merge Documents

Part 1 - Create Mail Merge Templates in Zoho Writer

To create mail merge templates

  1. Click Setup > Apps & Add-ons > Zoho Apps > Zoho Writer.
    Alternatively, you can also click Setup > Templates > Mail Merge Templates, and move on to the 3rd point.
  2. In the Zoho Writer Add-on page, click Open Mail Merge Templates, if you already have mail merge templates.
    You need to click Create Your First Template,if you do not have any mail merge templates.
  3. In the Mail Merge Templates page, click Create Template in Zoho Writer.
  4. In the Create Templates in Zoho Writer window, specify the following details:
    • Enter the Template Name.
    • Enter the Description for the template.
    • Select the Folder from the drop-down list. The template will be stored in the folder that you select.
    • Select the Module for which you want to create the template.
      The merge fields in the template will be based on the module that you select.

  5. Click Create.
    A document will be opened in Zoho Writer.
  6. Click Insert Merge Fields and select the field(s) that you want to insert.
    The fields will be inserted in the specified place in Writer template.
  7. Click the Save icon in Zoho Writer to save the template.

Part 2 - Create List of Mail Merge Recipients

After creating the mail merge template, you need to select the records that will be used to create mail merge documents.You can merge data only from the Leads, Accounts, Contacts and Potentials modules.

To select data to merge

  1. Click the [Module] tab.
  2. In the Home page, select the list view to filter the records that are required.
  3. Select the checkbox(es) of the records.
  4. Click More Actions > Mail Merge.
  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 is created for leads will be listed in the drop-down box.
    • Choose Zoho Writer or Microsoft Word to open the template.
  6. Click Merge.
    The template will be opened in Zoho Writer or Microsoft Word as selected.

Note

  • You will be able to choose the Zoho Writer option only if you are in the Professional or Enterprise Edition and if you have the Zoho WriterAdd-on permission enabled.
  • You will be able to choose the Microsoft Word option only if you had purchased the Office Plug-in and activated for the corresponding user. Also, this option will not be available in any other browsers except Internet Explorer 6 and above.

Part 3 - Create Mail Merge Documents and Email them

After opening the template in Zoho Writer, you need to merge data from Zoho CRM. After merging, you can either print the merged documents or email them.

  1. In the Zoho Writer template, click Finish and Merge.
    The data will be merged and the documents will be available.

  2. Click Finish and Merge > Email Merged Documents to send the documents as emails.
    Alternatively, you can also print the merged documents. You cannot save the merged documents.
  3. In the Email Merged Document popup window, select the email field from the To list.
  4. Enter the Subject for the email.
  5. Click Finish. The emails will be sent immediately.

Note

  • You can click Show Template to view the template and edit the details, if required.
  • You cannot merge the data while editing the template.

Edit Mail Merge Templates in Zoho Writer

To edit mail merge templates

  1. Click Setup > Apps & Add-ons > Zoho Apps > Zoho Writer.
    Alternatively, you can also click Setup > Templates > Mail Merge Templates, and move on to the 3rd point.
  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, click on any of the template from the list.
    The template will be opened using Zoho Writer.
  4. Modify the template and click the Save icon.

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