Zoho Writer

Document Merge using Zoho Writer

Auto-populate Zoho Writer documents with form responses using Document Merge. You can create and send personalized PDFs, word documents and more.

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You can generate merged documents with form responses. The merged documents can be attached in an email and sent to all respondents either through an automated email or to selected respondents manually. You can further get these documents signed digitally using Zoho Sign.


To set up a document in Zoho Writer:

  1. Navigate to Settings > Document Merge and click on the Configure option next to Zoho Writer.

  1. In the pop-up that appears, specify the Template Name and click Save.
  2. If you are looking to send this document as an email attachment, specify the attachment name and the document type here. 
  3. To include a field's response in the attachment name, click on the drop-down provided next to the textbox and choose the required field.

  1. Once done, you will be redirected to the new Zoho Writer template you just created.
  2. You can personalize your template by including your respondent's answers in it. Click the field under the Insert Fields header. The form fields will automatically be replaced by your respondents' answers.
  3. If you are looking to generate two or more document templates using the same form, click on the + New Template button present at the top-right corner of the page.

Note: Zoho Writer has limits on the number of merges you can generate with your account. All users in Zoho Forms' Free plan and paid plans can perform up to 10 merges per day, and up to 200 merges a month.

If you're looking for bulk merge-limits, or to increase your monthly limits, please subscribe to the new Document Automation add-on from Writer. Learn more

Insert attachments

You can include signatures, images, and other form attachments in your merged document template. To do this, click the attachment fields under Insert Fields header in Zoho Writer.

Conditional merge

You can display different things in your merged documents based on the respondents' answer for certain form fields. To do this, click Conditions under Insert Fields header in Zoho Writer and define conditions for the required fields.

Learn more,  on the conditional merge setup.

Send merged documents along with the email

To send a merged document along with the email notification:

  • Navigate to Settings > Email Notifications.
  • Configure your email. You can choose to send the email to your respondents or your organization's users.
  • Select Attach merged document.
  • Save changes.          

Once this has been set up, form responses will be automatically populated in your Zoho Writer template and the merged document will be sent along with the email every time a submission is made. You can create as many templates as you wish using Zoho Writer.

Manually merge a form response with a document

To manually merge form responses to a Zoho Writer template:

  1. Navigate to the All Entries tab to view form submissions.
  2. Choose the form entry that needs to be merged from the list.
  3. Choose Merge > Zoho Writer > Document Merge from the drop-down menu.
  4. Select a document from the drop-down and click Merge

Note: To view the status of the merge, check the Mail Merge Status column provided in the All Entries section.

Merge and sign form responses using Zoho Sign

You can get form responses signed and verified by multiple people in your organization using Zoho Sign.

To merge and sign form responses:

  1. Configure the document merge process using Zoho Writer.
  2. Navigate to the All Entries tab to view form submissions.
  3. Choose the form entry that needs to be signed and verified from the list.
  4. Choose Merge > Zoho Writer from the drop-down menu.
  5. Select Merge and Sign from the subsequent drop-down menu.

  1. A popup window will appear. Under Zoho Sign Settings, you can do the following:
    1. Needs to sign: If you need someone to sign a particular merged document, enter their email address and select Needs to sign in the dropdown menu next to the email address field.
    2. Receives a copy: If you wish to send a signed copy of the merged document to someone, enter their email address and select Receives a copy in the dropdown menu next to the email address field.
  2. To send the merged document in consecutive order, check the Send in order box.

  1. Once the intended signers are added, click Continue.
  2. A new window will open. This will take you to the Edit Document Details window of your Zoho Sign account. Here, all details regarding the current merged document will be displayed. You can add or import more signers to the list, add yourself as a signer, set reminders, and give a brief description of the document being sent for signing. 
  3. Click Continue to proceed.
  4. The merged document template will open, wherein you can drag and drop fields such as Signature, Job Title, Email, Sign Date for the intended signers. When you're done, click Send.

  1. A dialog box will open to confirm the intended signers and the number of fields added for the signing process. Click Confirm to send the document.

Once this is done, the document will be mailed to the list of intended signers and recipients who will receive a copy of the document. 

Note: To view the status of the document, check the Zoho Sign Status column in the AllEntries section.

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