Email Distribution

Clicking on Add Recipient will open a new window where you can enter the information needed to add a new recipient to your mail list. The fields marked with a red asterisk (*) are mandatory to fill in.

• Customer number - This is used to match the documents to the correct recipient. As such, this number should be included in your document file as well.
• Email - This is where you enter which email address the documents should be sent to.
• CC - Here you can add additional addresses that the documents should be sent as CC (Carbon Copy) to.
• Document type - This setting dictates which type of document that will be sent, for any invoice document (debit or credit notes for example), choose Invoice.
• Under the Advanced tab you may select which format the email document should be sent as, with PDF being the default. Note, that you must have purchased Email Distribution Advanced -feature to see these.

When you have added all the mandatory information needed, click Add recipient to save the new recipient to your email list. This new recipient can quickly be edited in the future by simply clicking on it in your email list. This will bring up the same menu as before on the right-hand side of the page. Here you can also delete the recipient by clicking on the red Delete button.

If you have Email Distribution Advanced -license, you can upload a list of your customers instead of adding them manually. Clicking on Import Recipient List will open a new window where you can import your customer list.

These lists must be structured in a specific way in an Excel format for them to work, and you may download an import list example file by clicking on the button Download Sample file.

This file can be used to make your own list by following the examples shown in it. Remember to delete all the comment characters in the file (these are preceded with a hashtag (#) character) before trying to upload it. When you have finished your file, choose the correct document type for the recipients. Only one document type may be used per file, so if you have recipients that require different document types, those will need their own separate import list).

Click Choose file. Find the file on your computer and select it. You can then click the Import button to import the file in your email list. You should be able to see your new recipients shortly. 

This section will go through the different settings in the email service. These can be used to change how the emails themselves are presented, like the subject and email address they are sent from. To access the settings, click on the Settings tab on the top of the page.

General settings

These settings are used to activate the different types of email distribution. Here you can activate email distribution and also activate the setting to send documents to recipients using an embedded email address in your document files.

• Activate email distribution enables your company to send documents via email to customers you maintain in your recipient directory.
• Send to email address in document enables routing to recipient's email address be identified directly in the document file itself.

Navigate to Customer Directory - E-mail distribution and click Add email address.

• Customer number - This is used to match the documents to the correct recipient. As such, this number should be included in your document file as well.
• Email - This is where you enter which email address the documents should be sent to.
• CC - Here you can add additional addresses that the documents should be sent as CC (Carbon Copy) to.

You can now see that the customer number and e-mail address has been saved to your list. Now you're able to edit or delete the existing customer.

If you need to add or edit multiple recipients, the faster way is to upload an excel-list with your customers' info. Start by navigating to Customer Directory - E-Mail distribution - Import email addresses.

Clicking the Help button will open a new window with instructions and example file you can use to create your customer list. Press exampleFileXlsx to download the template.

The list will consist of columns for customer numbers and recipient's email-address. Column C must be removed before uploading the file to Pagero Online.

After your list is ready, navigate back to E-mail Distribution and choose Import email addresses. Choose your customer list with Choose File and press Upload file. If you file contains errors, the system will give you a warning, otherwise the customers list is added.

Clicking on the left-side tab named Sending you can access the further settings for sending your documents via email. Note, that you must have Email Distribution Advanced -feature in order to edit these settings.

• Sender email prefix - This settings lets you add a unique text that will be part of the sending address. For domain security reasons we only allow for the @pageroonline.com domain to be used.
• Sender name -  Here you can change what name that will appear in the email clients (such as Outlook, Gmail etc.) when sending an email message.
• Reply to address - This setting changes the default reply to address. It is used when you want email clients to reply to a different address than the sender address.

• Document specific configuration - Manage document specific configuration - Here you can select the default settings per document type. Under Format you can select the format that should be applied as the default format on the row for the corresponding document type.

Note, that Email Distribution Advanced has extra cost. The specific details can be found in our Pagero Store.