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Setting up File Attachment

In Document Dispatch, it is possible to attach a file to an email sent via a Dispatch Profile. This feature allows you to include additional documents such as terms and conditions, price lists, or other relevant files. The attachment is added automatically when the email is generated, ensuring all necessary information is delivered in one message.

Follow these steps to set up an File Attachment:

  1. We start in the Document Dispatch - Administrator role.
  2. Open Dispatch Profiles from the Setup menu in the ribbon bar.
  3. Select the Dispatch Profile with the Output Type Email where a File attachment should be configured.
  4. Navigate to Document Dispatch - Dispatch Profile Attachment.
  5. Add a new line in the Dispatch Profile Attachment and select the attachment type File.
  6. In the Description field, you can enter internal information to help identify the purpose of the attachment.

Attachment Options

The Attachment Options page in Document Dispatch allows you to configure detailed settings for a File attachment linked to a Dispatch Profile.

Follow these steps to set up options for a File attachment in Document Dispatch:

  1. Select the attachment with the Attachment Type set to File.
  2. In the ribbon bar, click Options next to Document Dispatch – Dispatch Attachments.
  3. The Attachment Options page will open.
  4. In File Caption, select an existing caption or create a new one.

Import

In Document Dispatch, file attachments can be imported either directly in the Attachments section or through the Attachment Options.

Follow these steps to import files in the Attachment Options in Document Dispatch:

  1. Select the attachment with the Attachment Type set to File.
  2. In the ribbon bar, click Options next to Document Dispatch – Dispatch Attachments.
  3. The Attachment Options page will open.
  4. Click on Import File in the menu bar.
  5. You can drag documents into the drop-down field or click to open the file browser.
  6. The file caption is prefilled with the Attachment Line name. This caption contains the document name and can be changed by opening the File Caption.

Follow these steps to import files in Document Dispatch - Dispatch Profile overview:

  1. We start in the Document Dispatch - Administrator role.
  2. Open Dispatch Profiles from the Setup menu in the ribbon bar.
  3. Select the Dispatch Profile with the Output Type Email where a File attachment should be configured.
  4. Navigate to Document Dispatch - Dispatch Profile Attachment.
  5. In the ribbon bar of the Dispatch Profile Attachment page, you can execute the action Import File.
  6. The file caption is prefilled with the Attachment Line name. This caption contains the document name and can be changed by opening the File Caption.

Export

You can export documents to check which files are attached to the Dispatch Profile.

Follow these steps to export files in the Attachment Options in Document Dispatch:

  1. Select the attachment with the Attachment Type set to File.
  2. In the ribbon bar, click Options next to Document Dispatch – Dispatch Attachments.
  3. The Attachment Options page will open.
  4. Click on Export File in the menu bar.
  5. The document will be downloaded and should appear in your Downloads folder.

Follow these steps to export files in Document Dispatch - Dispatch Profile overview:

  1. We start in the Document Dispatch - Administrator role.
  2. Open Dispatch Profiles from the Setup menu in the ribbon bar.
  3. Select the Dispatch Profile with the Output Type Email where a File attachment should be configured.
  4. Navigate to Document Dispatch - Dispatch Profile Attachment.
  5. In the ribbon bar of the Dispatch Profile Attachment page, you can execute the action Export File.
  6. The document will be downloaded and should appear in your Downloads folder.

Test Output

You can perform a test output to verify whether attachments are generated correctly. You can select a single attachment or all attachments and start the test output. All documents that would normally be included as attachments in a dispatch will be downloaded during this process.

Follow these steps to perform a Test Output for the attachments configured in Document Dispatch – Dispatch Profile Attachment:

  1. We start in the Document Dispatch - Administrator role.
  2. Open Dispatch Profiles from the Setup menu in the ribbon bar.
  3. Select the Dispatch Profile with the Output Type Email where a File attachment is configured.
  4. Navigate to Document Dispatch - Dispatch Profile Attachment.
  5. Select the attachment you want to include in the Test Output. You can select a single attachment or multiple attachments as needed.
  6. In the ribbon bar of the Dispatch Profile Attachment page, you can execute the action Test Output.

Attachment Groups

You can create Attachment Groups, which are merged into a single file during dispatch so that only one file is sent.

Follow these steps to create an Attachment Group for Document Dispatch – Dispatch Profile Attachments:

  1. We start in the Document Dispatch - Administrator role.
  2. Open Dispatch Profiles from the Setup menu in the ribbon bar.
  3. Select the Dispatch Profile where the attachments should be merged into a single file during dispatch.
  4. Navigate to Document Dispatch - Dispatch Profile Attachment.
  5. You can create a new Attachment Group either through the ribbon bar menu or directly in the list under Attachment Group.
  6. In the ribbon bar, click Groups. Document Dispatch - Profile Attachment Groups will open.
  7. Enter a clear and descriptive code for the Attachment Group.
  8. Select an existing File Caption or create a new one. The merged document will use the selected File Caption as its name.
  9. Define placeholders for the File Caption by clicking Placeholders.
  10. Choose the file type in which the merged document should be generated.
  11. Under Handling non-PDF files, configure whether non-PDF files should be ignored and excluded from the dispatch, even if they are part of the Attachment Group.

Archive to Document Central using Document Inbound - Inbound List.

If this option is enabled, the document will be uploaded to a Document Inbound list during the sending process. From there, the document can be assigned to Document Central for further processing.

Follow Setting up RecordID Assignment to create a RecordID Inbound List.

See also