Combining Documents into one PDF
When sending multiple documents of the same category (e.g., sales invoices) to the same customer on the same day, you can merge them into a single PDF. Instead of sending separate emails, each with only one document attached, you can merge multiple documents into a single PDF file. Doing so allows you to send just one email containing all the combined documents. This approach saves time and reduces the clutter in the recipient's inbox, making communication more efficient and user-friendly.
To combine documents into one PDF
To combine documents into one PDF for an email template, follow these steps:
Select the
icon, enter Email Templates, and select the related link.Open the template for which you want to combine multiple documents into one.
On the General FastTab, in the Combine Documents to one PDF field, select the three dots to open the Field List.
Select the line with the field number that will be used to find the documents that will be merged into one PDF file.
Select OK to close the Field List.
In the Email Template Lines FastTab, enter a file name for the combined PDF file.
Tip
To identify the document's content for the recipient, utilize merge fields in the Combined File Docs. File Name field. For instance, when sending invoices, you can create a file name such as "%10 invoices.pdf," where "%10" indicates the number of documents combined into one PDF. This naming convention enhances clarity and helps recipients understand the contents of the attached document.
To change the subject field on an email template
After you've gone through the procedure mentioned above of combining documents into one PDF for an email template, you may also find it useful to change the email subject on that email template to highlight that the email covers multiple documents.
Select the
icon, enter Email Templates, and select the related link.Open the template for which you want to edit the subject field.
On the action bar in the Email Template Lines FastTab, select Email Template > Edit HTML Template.
On the General FastTab, go to the Subject field and enter the text.
Tip
Using the same name in the subject field as you've used for the PDF file will make the content crystal clear to the recipient, so in the example with the sales invoices above, the subject line would be "%10 invoices".