Mail Merge Template

Mail Merge Template

Purpose

Mail Merge is useful when you have some standard letters like Employment Contract, Probation Confirmation Letter etc to be sent across to many people at one go. A template can be created and the dynamic fields can be changed as per the need.

Zoho People is integrated with Zoho Writer and this gives enhanced editing options for standard letters.

Creating a Mail Merge Template

Consider an example of sending Probation Confirmation Letters to a set of employees.

Follow the steps given below to use Mail Merge to get this done.

  • From your home page, go to Settings > Templates > Mail Merge
  • Click on Add Mail Merge
  • Give a Template Name - Eg - Probation Confirmation template
  • Select a form - for eg. If you would like to use Mail Merge for Probation Confirmation Letters, then select the Employee Form

  • Click Save

You will be taken to the Zoho Writer page where you can create your template as shown in the below image

For eg -

"Dear (Insert First Name, Last Name by clicking on the fields from the left hand side)

You joined the organization on (Insert 'Date Of Joining' from the left hand side) and have successfully completed your probation period today.

Regards

HR Team"

Now you have created a mail merge template. Click on 'Update Template' if you make any changes to the template.

You can have this sent to a set of employees by following the steps given below.

  • From your home page, go to Organization > Employee
  • Select the employees for whom you would like to send the Probation Confirmation letter
  • Click on the 'Merge Template' icon

  • Select the template from the drop down - in this case, the Probation Confirmation Template and click on Merge

By default, you will be able to see the dynamic fields of the Template replaced with appropriate values of the first record.

  • Click on the respective record from the right hand side list and click on 'Email this record' to have the Probation Confirmation template emailed.

Note: Please ensure you select the correct email id field in the drop down in case of more than one email id field in the form.

Sending a Mail Merge Template for E-sign

To send a letter generated from Mail Merge for E-sign,follow the steps given below.

  • From your home page, go to Organization > Employee
  • Select the employees to whom you need to send the letter for e-sign
  • Click on 'Send Agreement' or 'Send Envelope'

  • Under 'Send From', select 'Mail Merge'
  • Select the template from the drop down
  • Select/enter other details and click Send

Downloading a Mail Merge Template

Once you have created a Mail Merge template, you will be able to use it for any record by having the dynamic fields replaced. Click on the 'Download' icon and select Current or All records based on your need. Alternatively you can also go to the respective record and download it.

  • From your home page, go to Organization > Employee
  • Click on the record for which you would like to download the letter
  • Click on the ellipsis icon and select 'Mail Merge'
  • Select the template
  • Select the format and view

  • Click on 'Download'

The letter will get downloaded.

Importing a Mail Merge Template

If you already have a template available, you can import it by following the steps given below.

  • From your home page, go to Settings > Templates > Mail Merge Template
  • Click on 'Import Template'

  • Attach the file from the desktop or Cloud
  • Select the form from the drop down and click Save

Now, the template will be available under all the records of the selected form and it can be downloaded from the record.

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