Smarter Documents, Faster Insights
Zoho Writer just became much more powerful. The latest updates to its merge templates now help you do more than just fill in blanks—they let you transform, organize, and visualize your data like never before.
Instead of manually creating reports or formatting tables, you can now automate it all. Whether you pull data from Zoho CRM, Bigin, or Creator, the process is fast and smart. With a few clicks, you can group records, calculate totals, and create personalized files ready to share.
Let’s explore how these features work. We’ll use a fictional company, Zylker Automobiles, to show you how to apply these tools in real-life scenarios.
Organize Information Using Grouping and Repeating Blocks
Business Example: Regional Price Lists Made Easy
Each month, Zylker Automobiles updates its car prices across different states. Their sales administrator uses group by and repeating regions in Zoho Writer to simplify this task.
Here’s what they do:
- First, they set up a merging template using a spreadsheet as the data source.
- Then, they group the data by State and further by Car Type.
- They add a table in the template that adjusts based on how many states or models are listed.
Because the grouped section is marked as a repeating region, the layout expands automatically. There’s no need to adjust the table manually.
After the merge is complete, the sales administrator uses the “send as URL” feature. This sends a link to the team with the newly organized price list.
As a result, each salesperson gets access to the latest pricing, without needing to dig through large files or cluttered sheets.
Summarize Big Data with Aggregation Tools
Business Example: Monthly Sales Reports with Totals
Each month, Zylker’s sales team needs a report that summarizes national and regional performance. With Zoho Writer’s aggregation tools, the team can now do that automatically.
This is how they build the report:
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- They add grouping first by State, then by Revenue Type (like car sales or repairs).
- They use the SUM function to total values in the Revenue column.
- The grouped tables are placed in repeating regions so they adjust to the data volume.
- The merged file is saved in a shared folder, and an alert is sent to the sales heads.
Thanks to this setup, the sales team receives consistent, up-to-date summaries—ready to use and share.
Create Multiple Documents with Data Transformation
Business Example: One Report Per State
Sometimes, Zylker needs to produce a separate report for each state. With data transformation, they can generate individual files using one data source.
Here’s how it works:
- The sales administrator picks “State” as the main field for grouping.
- For each table, they apply SUM functions and group data accordingly.
When the merge starts, Zoho Writer creates one document per state. Each file is saved in the correct folder automatically.
This setup is great for teams who need local-level performance data but don’t want to handle a massive combined report.
Improve Presentation with Number Formatting
Business Example: Personalized SDR Emails
Zylker also sends a monthly performance summary to each sales rep. These emails include the rep’s total earnings—spelled out in words.
Thanks to new number formatting options, Zoho Writer now supports:
- Number to Text (e.g., “One thousand dollars”)
- Ordinal numbers (e.g., 1st, 2nd)
- Ordinal words (e.g., “first,” “second”)
- Year formats (e.g., “2025th year”)
These small touches make automated emails feel more personal and professional.
A Look at the Full Automation Flow
Let’s recap the entire process that Zylker uses with Zoho Writer:
- Data Connection – They link spreadsheets or CRM modules as data sources.
- Template Setup – Tables are added with grouping, aggregation, and formatting.
- Merge Trigger – Merges run on a schedule or by manual launch.
- Post-Merge Actions – Files are sent, saved, or split by data group.
This workflow turns what used to be a multi-hour task into a hands-off, automated process.
Real Benefits for Real Businesses
Save Time
Templates update on their own. Once configured, your team no longer needs to copy and paste data into reports.
Increase Accuracy
By pulling live data, you reduce human error and ensure numbers are always up to date.
Boost Decision-Making
Well-formatted documents with clear summaries make it easier to spot trends and take action fast.
What’s Coming Next?
In the next update, Zoho Writer will introduce even more features, including:
- Conditional signers for workflows
- Payment field integration
- Attachments based on custom logic
- Dynamic image support in templates
Stay tuned for those updates. They’ll make your documents even more interactive and intelligent.
Try It Today
Whether you’re in sales, finance, or admin, Zoho Writer’s upgraded merge templates can help you work smarter.
- Contact support at support@zohowriter.com
- Explore help articles on grouping, transforming, and formatting
Final Thoughts
By combining data organization, smart calculations, and automated formatting, you can create documents that don’t just report information—they tell a story.
So go ahead. Build better reports, save more time, and impress your team with powerful, professional documents.
Happy merging!
© Image credits to Steve Johnson