If you're still manually copying and pasting client info into contracts, proposals, or quotes — let’s fix that.
Zoho CRM’s Mail Merge Templates let you automate customized document generation, saving you time and eliminating copy-paste errors. You can create templates that pull in CRM data, merge it into a document, and even send it for signature — all without leaving the record.
It’s one of the easiest and most impactful automation tools inside Zoho CRM
Watch to Learn about Zoho CRM Mail Merge Templates
What Are Mail Merge Templates in Zoho CRM?
Mail merge in Zoho CRM allows you to generate documents (contracts, quotes, proposals, onboarding docs, etc.) by pulling in live data from your CRM records.
You create a reusable template that references the CRM fields — then when you're ready, the CRM auto-fills everything in a few clicks.
How to Set Up a Mail Merge Template
- Go to Setup > Templates
- Click New Template (or import an existing one)
- Choose the module you want the template tied to (e.g., Deals, Contacts, Leads)
- This ensures the right data is available for merge
- Give your template a name and description
- Insert CRM fields into the body of the template where needed
- Need more data? Make sure your module includes all necessary fields
- If you're sending the document for signature, select “Save and Send for Sign” and set up your sign settings and fields
Once saved, your template is ready to go.
How to Use It on a CRM Record
When you’re on a record (like a Deal or Contact), simply:
- Click the three dots in the top-right corner
- Select Mail Merge
- Choose your template
- Click Preview Merge to double-check before sending
No more copying info from CRM into Word docs or email attachments. It’s fast, accurate, and looks professional every time.
Pro Tip: Use Blueprints to Ensure Field Accuracy
One way we help clients streamline this further is by adding a blueprint step before the mail merge. This forces users to:
- Complete all required fields
- Review record data
- Trigger the mail merge only when everything’s in place
It’s a great way to standardize your document process and avoid mistakes — especially for contracts or signed agreements.
Bottom Line
If you’re sending out custom documents from Zoho CRM, Mail Merge Templates can save you hours every week. They eliminate busywork, reduce errors, and ensure a consistent client experience.
At TechnoMap, we build document automation systems that work — from templates to blueprint triggers to integrated signature workflows. Need help setting yours up? Let’s connect.
