Automate document sending

How to automate document sending

Documents can be automatically sent directly from the program you are working in by adding Embedded commands to your document. By adjusting your automatic sending options you can choose whether to send documents automatically or whether to open them in Outlook for a final preview before sending.

For examples of documents that can be sent using embedded commands please click here.

Adding fields to your document

Step 1: Create the document you wish to send.

Step 2: At the start of your document add the fields you wish to use. A full list of these commands can be found here.

Addressing Fields

To add email addresses to a file use the command:

%%[email:«Email_address»]

Where «Email_address» can either be set up as a mail merge field for multiple sending, or changed to a set address if you do not wish to use mail merge. You can add multiple addresses by separating each address with a semicolon for example:

%%[email: example1.test.com; example2.test.com]

Accessory Fields

Accessories such as stationery, attachments and document templates can be added directly to your document.

To add an accessory:

Step 1: Select the accessory you would like to add.

Step 2: Use the right hand button on your mouse to bring up a menu of options.

Step 3: Select the Copy Automation Command option.

Step 4: In your main document, select paste.

The command for selecting that accessory will be added to your document.

Formatting Fields

Formatting fields can be used to add extra information in your email message.

The Subject field allows you to specify a line for the subject field of your email. This is particularly useful if you wish to completely automate your message sending, for example if you are creating a mail merge with many recipients.

To add a subject to a file use the command:

%%[subject:«subject»]

For example:

%%[subject: Today's meeting notes]

The Start Body Text field tells Zetadocs that text below this point is to be included in the main body of your message. This allows you to add a covering note to your contact.

To add body text to a file use the command:

%%[startbodytext]

The End Body Text field tells Zetadocs when to stop adding text to the main body of your message.

To end the body text to in file use the command:

%%[endbodytext]

The Exclude Page field tells Zetadocs that the current page, which may contain addressing information and your message body text, should not be included in the PDF attachment when it is created. This helps to exclude information that you do not wish to include in your document.

To exclude a page in a file use the command:

%%[excludepage]

The Start Document field is especially useful in mail merge or bulk sending situations. as it allows you to send different information to different people. By adding this command to a document, the information above the command will be treated as part of a different document than the information below the command.

To start a new document within a file use the command:

%%[startdocument]

Sending your Document

When you have added all the information necessary for sending your document, you can send it by printing it to the Zetadocs PDF printer. This will prepare your message for sending. Using the General Options, you can set your documents to be automatically sent and also choose to have these files deleted after they are sent: