Merge using existing data - Setup Fields
Table of Contents
Adding merge fields is a way to personalize your document with the information that is available in your data source. Writer's Document Merge lets you pull data from different data sources including 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 be synced in your merged document and appear in the Mail Merge panel. For example, <<Name>>, <<Company>>, <<Email>>, etc,.
Writer lets you add special merge fields in your documents. See the list of supported field types below:
|Hyperlink||Include hyperlinks in your data source (a spreadsheet or .csv file) to merge it in the target document.|
|Image||Add custom image fields in your data source that will be directly linked as an image file in your target document|
|Image link||Create dynamic image links by adding a hyperlink field to the image.|
|Dynamic text link||Add dynamic URL to the required text in the document template and send personalized link to each of your recipient.|
|Rich text||Formatted text to be included as merge fields.|
|Checkbox||Include a checkbox as a merge field (either checked or unchecked) based on specific criteria (true/false; Yes/No)|
|Email | Phone | Date | Number | Percentage||Set email, date and numeric formats for your mail merge fields.|
|Currency||This can be used as a mail merge field for billing documents with specific currency symbols.|
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 mail merge template.
- 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.
- Click the Settings icon near the Insert Fields header.
- In the following Field Settings pop-up, 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.
Mail merges that involve data like addresses, may have empty data for few of its records as they are optional. Previously, a line break was added in the generated document if the merged field is empty, but now you have the option to control the output and reduce the number of blank spaces in your final document. With the advanced option, you can manage to suppress a blank line that appears for every empty field. Instead, if there is no text in the line, the line is not created at all in the merge result. This helps you to avoid multiple blank lines in the document and saves you the trouble of deleting them manually.
The following is an example of how you can merge your template with a personalized hyperlink and send it to multiple recipients.
You can include a hyperlink field in your data source file (a spreadsheet or .csv) and merge it in the target document. Say, for example, you are sending a welcome letter to your new recruits and you require including a link to their respective profiles personally. Now, If you want the full hyperlink to be displayed in your merged document (as shown in your data source file), then simply insert the merge field by adding a column with the required links in your data source. However, if you do not want to show the entire link in the letter and want to place this link behind some standard text (such as, “click here”), here's how you can do it.
Step 1: Create your template
Firstly, create a new template document or open the existing document that contains the required text and graphics.
Step 2: Prepare your data source with personalized hyperlinks
Now keep the data source ready with the required data (for example, Name, Email id, Hyperlinks, etc,.) to merge it with your template document.
Step 3: Map your hyperlink fields
You need to configure and map the required fields (<<Name>>, <<hyperlink>>, etc.,) in your email template.
To map the hyperlink field,
Select the "click here" text and click on the link icon from the pinnable tool palette.
Choose the required Field from the Merge Fields drop-down and click Apply.