Combining Documents into one PDF

  • 11/11/2022
  • 3 minutes to read

In cases where multiple documents of the same category, e.g. sales invoices, are sent to the same customer on the same day, you can avoid sending multiple emails with only one document attached to each by instead combining multiple documents into one PDF and just send one email.

To combine documents into one PDF for an email template, follow these steps:

  1. Choose the Search icon, enter Email Templates, and then choose the related link.
  2. Open the template for which you want to combine multiple documents into one.
  3. In the General FastTab, in the Combine Documents to one PDF field, select the three dots to open the Field List.
  4. Select the line with the field number that will be used to find the documents that will be merged into one PDF file.
  5. Select OK to close the Field List.
  6. In the Email Template Lines FastTab, enter a file name for the combined PDF file.

Tip

You can make use of merge fields in the Combined File Docs. File Name field, which will help you to clearly identify the content of the document for the recipient. If you're sending invoices, an example of a file name could be "%10 invoices.pdf" where "%10" identifies the number of documents that are combined into one PDF.

Changing the subject field on an email template

After you've gone through the above-mentioned procedure 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.

  1. Choose the Search icon, enter Email Templates, and then choose the related link.
  2. Open the template for which you want to edit the subject field.
  3. In the action bar in the Email Template Lines FastTab, select Email Template > Edit HTML Template.
  4. In the General FastTab, enter a subject in the Subject field.

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".