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New File in Your Dropbox Folder? Run a Mail Merge in Make. Six Steps, Fully Automated!

· 15 min read
Sankalp Mishra
SEO and Content Writer

Drop a Word template (e.g. simple_mail_merge_template.docx) into a Dropbox folder and keep a JSON file (e.g. sample_mail_merge_data.json) in the same place. When a new file appears, Make can run a mail merge automatically: find the JSON, call PDF4me – Generate Document (Template File Type: Mail Merge), then upload the result as Word and again as PDF. Six modules. Trigger-based. No manual run.

This guide is fact-checked against real Make screenshots: New File in Folder, Find Json Data File, Generate Document (template + data file or data text), and Upload File (with folder path, file name, and extension).

In a nutshell: Dropbox – New File in Folder (watch /Generate document Mail Merge) → Dropbox – Find Json Data File (same folder, sample_mail_merge_data.json, include file contents) → PDF4me – Generate Document (Template File Type: Mail Merge, template from step 1, data from step 2) → Dropbox – Upload File (e.g. Mail_Merge_Zap_deployed.docx) → PDF4me – Generate Document (second run, e.g. PDF output) → Dropbox – Upload File (e.g. Mail_Merge_Zap_deployed-2.pdf). Result: one Word and one PDF in /Generate document Mail Merge/Output per trigger.

What You'll Get​

Trigger: A new file in the watched Dropbox folder (e.g. a new or updated template). Input: The triggering file as template and a fixed JSON file (sample_mail_merge_data.json) in the same folder. Output: A generated Word document and a generated PDF uploaded to /Generate document Mail Merge/Output with names like Mail_Merge_Zap_deployed.docx and Mail_Merge_Zap_deployed-2.pdf. Overwrite is set to False so existing files are not replaced (Make can create new names).

What You Need​

  • Make — Create a Make account and open a new scenario.
  • PDF4me API key — Get your API key. Connect PDF4me when you add the Generate Document module. See Connect PDF4me to Make.
  • Dropbox — With modules: New File in Folder, Find Json Data File, and Upload File. Space: Default (or your connected space).
  • Word mail merge template — e.g. simple_mail_merge_template.docx, with merge fields matching your JSON keys. Place it (or trigger with a new file) in the watched folder.
  • JSON data file — e.g. sample_mail_merge_data.json, with keys like firstname, lastname, gender, member. Example: {"firstname":"John","lastname":"Adams","gender":"Female","member":"Basic"}. Stored in the same folder so Find Json Data File can pick it up.

The Scenario at a Glance (6 Modules)​

  1. Dropbox – New File in Folder (1) — Trigger: watch /Generate document Mail Merge. Include file contents and sharing link as needed.
  2. Dropbox – Find Json Data File (2) — Same folder, file name sample_mail_merge_data.json. Include file contents: true.
  3. PDF4me – Generate Document (3) — Template File from step 1 (e.g. 1. File), Template File Name/Ext from step 1 (e.g. simple_mail_merge_template, .docx). Template File Type: Mail Merge. Input Data Format Type: File. Data File from step 2 (2. File). Input Data Type: Json.
  4. Dropbox – Upload File (4) — Folder: /Generate document Mail Merge/Output. File: 3. File Url. Overwrite: False. Specify File Name: e.g. Mail_Merge_Zap_deployed. Specify File Extension: .docx.
  5. PDF4me – Generate Document (5) — Same template and data; can use Input Data Format Type Text and Data Text (e.g. JSON from step 2) and set output to PDF if your module supports Output Type.
  6. Dropbox – Upload File (6) — Folder: same Output path. File: 5. File Url. Overwrite: False. Specify File Name: e.g. Mail_Merge_Zap_deployed-2. Specify File Extension: .pdf.

Complete scenario overview​

Make scenario: Dropbox 1 New File in Folder, Dropbox 2 Find Json Data File, PDF4me 3 Generate Document, Dropbox 4 Upload File, PDF4me 5 Generate Document, Dropbox 6 Upload File. All steps successful.

Fact-checked: Six modules in order. Trigger: New File in Folder. Find Json Data File returns the JSON; Generate Document runs twice (e.g. Word then PDF); each upload saves to /Generate document Mail Merge/Output. Run status: Successful.

Step 1: Dropbox – New File in Folder (Trigger)​

Scenario so far: Trigger only.

  1. Add Dropbox → New File in Folder (or equivalent trigger that watches a folder).
  2. Space — Default (or your Dropbox space).
  3. Folder — /Generate document Mail Merge. This is the folder where you (or another process) will add the template or trigger file.
  4. Include files in subfolders? — Set as needed (e.g. false to watch only the top-level folder).
  5. Include file contents? — true so the file content is available for the Generate Document module.
  6. Include sharing link? — true if you need a link in later steps; otherwise optional.
  7. Save. When a new file appears in the folder, the scenario runs. The output (e.g. 1. File, 1. File Name, 1. File Ext) will be used as the template in PDF4me.

New File in Folder: Configuration​

Make Dropbox New File in Folder: Space Default, Folder /Generate document Mail Merge, Include file contents true, Include sharing link true

Fact-checked: Folder = /Generate document Mail Merge. Include file contents and Include sharing link set to true. Trigger fires when a new file is added to this folder.

Step 2: Dropbox – Find Json Data File​

Scenario so far: Trigger → Find JSON.

  1. Add Dropbox → Find Json Data File (or the module that finds a file by name in a folder).
  2. Space — Default.
  3. Folder — /Generate document Mail Merge (same as step 1).
  4. Include files in subfolders? — false so only the specified folder is searched.
  5. File Name — sample_mail_merge_data.json.
  6. Include file contents? — true so the JSON content is passed to PDF4me.
  7. Save. The output (e.g. 2. File or file content) will be mapped as Data File in Generate Document.

Find Json Data File: Configuration​

Make Dropbox Find Json Data File: Folder /Generate document Mail Merge, File Name sample_mail_merge_data.json, Include file contents true

Fact-checked: Folder = /Generate document Mail Merge; File Name = sample_mail_merge_data.json; Include file contents = true. Map this module's file output to PDF4me Data File (2. File).

Step 3: PDF4me – Generate Document (Template from 1, Data from 2)​

Scenario so far: Trigger → Find JSON → Generate Document.

  1. Add PDF4me → Generate Document.
  2. Template File — Map from step 1 (e.g. 1. File). (Exists but not shown in UI.)
  3. Template File Name — From step 1: 1. File Name: simple_mail_merge_template, 1. File Ext: .docx.
  4. Template File Type — Mail Merge.
  5. Input Data Format Type — File.
  6. Data File — Map from step 2 (e.g. 2. File).
  7. Input Data Type — Json.
  8. Save. The module returns a file (e.g. 3. File Url or Document) for the first Upload.

Generate Document: Template and Data File​

Make PDF4me Generate Document: Template File 1. File, Template File Name simple_mail_merge_template.docx, Template File Type Mail Merge, Input Data Format Type File, Data File 2. File, Input Data Type Json

Fact-checked: Template from 1. File; Template File Name = simple_mail_merge_template, Ext = .docx; Template File Type = Mail Merge; Data File from 2. File; Input Data Type = Json. Configure tab shown.

Step 4: Dropbox – Upload File (Word)​

Scenario so far: Trigger → Find JSON → Generate Document → Upload.

  1. Add Dropbox → Upload File.
  2. Space — Default.
  3. Folder — /Generate document Mail Merge/Output.
  4. File — Map from step 3 (e.g. 3. File Url).
  5. Overwrite — False (existing file with same name will not be replaced; Make may create a new name).
  6. Specify File Name — e.g. Mail_Merge_Zap_deployed.
  7. Specify File Extension — .docx.
  8. Save. The first generated document (Word) is saved to the output folder.

Upload File: Word output​

Make Dropbox Upload File: Folder /Generate document Mail Merge/Output, File 3. File Url, Overwrite False, File Name Mail_Merge_Zap_deployed, Extension .docx

Fact-checked: Folder = /Generate document Mail Merge/Output; File = 3. File Url; Overwrite = False; Specify File Name = Mail_Merge_Zap_deployed; Specify File Extension = .docx.

Step 5: PDF4me – Generate Document (Second run, e.g. PDF)​

Scenario so far: Trigger → Find JSON → Generate Document → Upload Word → Generate Document again.

  1. Add a second PDF4me → Generate Document.
  2. Template File — Same as step 3 (from step 1, e.g. 1. File).
  3. Template File Name / Ext — Same (e.g. 1. File Name: simple_mail_merge_template, 1. File Ext: .docx).
  4. Template File Type — Mail Merge.
  5. Input Data Format Type — Text (or File if you prefer to pass 2. File again).
  6. Data Text — If using Text: map or paste the JSON, e.g. [{"firstname":"John","lastname":"Adams","gender":"Female","member":"Basic"}]. If using File, map 2. File (or equivalent).
  7. Input Data Type — Json.
  8. Set Output Type to Pdf if the module exposes it, so the second output is a PDF.
  9. Save. Output (e.g. 5. File Url) goes to step 6.

Generate Document: Data Text (second run)​

Make PDF4me Generate Document step 5: Template from 1. File, Template File Name simple_mail_merge_template.docx, Template File Type Mail Merge, Input Data Format Type Text, Data Text JSON array firstname lastname gender member, Input Data Type Json

Fact-checked: Template File Type = Mail Merge; Input Data Format Type = Text; Data Text contains JSON array with firstname, lastname, gender, member; Input Data Type = Json. Use this output for PDF upload in step 6.

Step 6: Dropbox – Upload File (PDF)​

Scenario so far: All six steps connected.

  1. Add a second Dropbox → Upload File.
  2. Space — Default.
  3. Folder — /Generate document Mail Merge/Output.
  4. File — Map from step 5 (e.g. 5. File Url).
  5. Overwrite — False.
  6. Specify File Name — e.g. Mail_Merge_Zap_deployed-2.
  7. Specify File Extension — .pdf.
  8. Save and run. The scenario produces both a Word and a PDF in the output folder each time the trigger fires.

Upload File: PDF output​

Make Dropbox Upload File step 6: Folder /Generate document Mail Merge/Output, File 5. File Url, Overwrite False, File Name Mail_Merge_Zap_deployed-2, Extension .pdf

Fact-checked: Folder = /Generate document Mail Merge/Output; File = 5. File Url; Overwrite = False; Specify File Name = Mail_Merge_Zap_deployed-2; Specify File Extension = .pdf.

Real-World Use Cases​

Template drop and run: Team drops a new Word template into the folder; the scenario finds the shared JSON, generates Word and PDF, and saves both to Output. No manual "Run" needed.

Certificates and letters: Update sample_mail_merge_data.json with new data; drop or update the template in the folder to trigger a fresh Word and PDF.

Dual format delivery: Get both .docx (editable) and .pdf (fixed) in one run. Overwrite False keeps previous runs; use unique file names or timestamps if you need multiple versions.

Quick Reference​

ModuleKey settingExample / output
Dropbox New File in Folder (1)Folder/Generate document Mail Merge; Include file contents true
Dropbox Find Json Data File (2)Folder, File NameSame folder; sample_mail_merge_data.json; Include file contents true
PDF4me Generate Document (3)Template File, Template File Type, Data File1. File; Mail Merge; 2. File; Input Data Type Json
Dropbox Upload File (4)Folder, File, File Name, Extension/Generate document Mail Merge/Output; 3. File Url; Mail_Merge_Zap_deployed; .docx
PDF4me Generate Document (5)Same template; Data Text or Data FileMail Merge; Json; output for PDF
Dropbox Upload File (6)Folder, File, File Name, ExtensionSame Output folder; 5. File Url; Mail_Merge_Zap_deployed-2; .pdf

For full parameter details, see Generate Document Single — Make. For a manual 4-step flow (Download template + Download JSON + Generate + Upload), see Mail Merge in Make (four steps).

Troubleshooting​

Find Json Data File returns nothing

Ensure sample_mail_merge_data.json exists in /Generate document Mail Merge and that the file name matches exactly. Include files in subfolders = false means only that folder is searched.

Template File or Data File "not shown"

Map the correct step outputs (1. File for template, 2. File for data). Use the mapping panel to select the module and output field; "Exists but not shown" means the mapping is set but the value is not displayed in the config summary.

401, 402, or other API errors

Check PDF4me Troubleshooting for API key, credits, and connection issues.

What's Next​

  1. Run once — Add a file to /Generate document Mail Merge and confirm both Word and PDF appear in Output.
  2. Schedule — Use the scenario scheduler so the trigger runs at the interval you want (e.g. every 15 minutes for new files).
  3. Single output — If you only need Word or only PDF, remove the second Generate Document and the corresponding Upload step.
  4. Manual flow — For a fixed template and JSON path without a trigger, use the 4-step Mail Merge in Make guide.
PDF4me on MakeGet API KeyGenerate Document Single (Make docs)Mail Merge in Make (4 steps)