Setup Fields

Insert merge fields

Writer's Document Merge lets you pull data from different data sources such as a CSV file, Zoho Sheet, Zoho Contacts, Zoho CRM, and Zoho Forms. Usually, when you select your data source file, a list of data field names will appear in the Merge Existing Data panel. For example, <<Name>>, <<Company>>, <<Email>>, etc,. Before you get started, you need to set up the field name and the respective data in your data source file, which will be merged with your target document.

Field names represent the column header names of your data source file. A .csv or a spreadsheet file can include field names such as «FIRSTNAME», «LASTNAME», «EMAIL» etc. You can also include hyperlinks and image fields in your data source and use in your target document. Let's discuss in detail on how you can set up different fields for Mail Merge.

Field types

You can use different types of fields to merge it with your target document. Field types can include hyperlinks, images, phone number, text, email, textbox, currency, date and so on. The following sections explain how to set up these fields in your data source and merge it in your document.

Merge with personalized hyperlink

You can include hyperlinks in your data source (a spreadsheet or .csv file) that needed to be linked in the merged document. Say, for example, you're sending a welcome letter to your new recruits and you require sending a link to their respective profiles to each individual personally. All you need to do is, insert the respective link for each record in your data source file.

Merge with image fields

Writer allows adding custom image fields in your data source that will be directly linked as an image file in your target document. This allows different images to appear on each merged record of the final shipment.

To merge pictures into your documents or pages,

  1. Open your data source file and include the path of the image files to respective records.
  2. The image will be embedded in your target document and will be sent to the respective email recipients.
Note:
  • You cannot include or paste the actual images in your data source.
  • The image should be a publicly hosted link and you can provide that as a record in your data source (.csv or Zoho Sheet). Copy the exact image URL and add it as a record in your data source.

Field Settings

Once you've decided on the type of fields to be merged in your document, you should configure these fields to perform the required action. Also, you can choose advanced settings and insert conditional fields as required.

Configure field types

You can map the type of fields for each field label in your data source. This makes it easy to identify the exact field type and merge accordingly in your document. For example, you can map a link field as a simple hyperlink or as an image link based on the field data you want to merge.

To map the fields,

  • Open your target document.
  • Click More > Automate > Document Merge > Merge using existing data.
  • In the Merge Existing Data panel, select your data source and sync it with your document.
  • Now in the Insert Fields panel, click the Settings icon. The Field Settings popup will open.
  • In the Field Settings popup, map the field label with the corresponding field types.
  • Select the checkbox "Remove lines if it only has fields without value", if needed. This makes sure to remove the empty lines in your merged document for fields that has no data.
  • Click Save.

Repeat one record per page with next record fields

To fetch data from multiple records you can make use of the Next Record option in the Mail Merge feature. Say, for example, you're creating a letter or an email to all your customers and you require to say different things in your mail depending on the different values in the fields of your data source. Once you have inserted a mail merge field select Next Record option and then either copy paste the same field or insert a new field. So that the field which you have inserted before Next record will fetch data from the first record and the field inserted after Next Record will fetch data from the next corresponding record. In short, Next Record field will let you jump over to the next row in your data source. This is especially useful while working on labels or documents with multiple identical fields.

To repeat one record per page,

  • Open your document.
  • Click More > Automate > Document Merge > Merge using existing data.
  • In the Merge Existing Data panel, select your data source and sync it with your target document.
  • Now in Insert Fields panel, click on <<Next Record>> button to insert it anywhere in your document.

Insert conditions

Include special fields in your document, that allows you to insert conditions based on a specific criteria. Using these conditional fields you can control how the data is shown to the end user.

When you're creating a letter or an email template to send your recipients and you want the letter to display different things depending on the different field values of your data source, you can insert conditions.

Once you have set the data source and merge fields, you can insert conditions to the field values.

To insert a conditional field,

  1. Open the required template.
  2. In the Merge Existing Data panel, click on the Insert Conditions links under the Insert Fields header.
  3. Specify the conditions based on your requirements in Set Conditions popup.
  4. You can also insert multiple conditions. To define multiple conditional fields, click on the + icon in the Set Conditions popup.
  5. Click Apply to insert the conditional field in your template.

You can edit the conditional fields that are already inserted in your document. Simply click on the if-condition part and the Conditions pop-up will appear. You can edit and update the changes to the conditional fields. Also, you can simply mouse hover on the condition to just view it. 

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