This article will go through the different options of sending documents to your customers via email, as well as the different settings and tools you can use.
Before any documents can be sent, you must first make sure that the email distribution setting for your company is enabled in Pagero Online. To check this, log in to Pagero Online and navigate to the following page: Customer directory->Email. Click on the Settings tab. Check that the setting “Activate email distribution” is activated.
1. Sending documents via email address in document
The first way to send documents to your customers via email is to use an email address embedded in your own document file, which will then be used to match the document to the correct recipient and send it to them via email. If you wish to use this method, check your settings and make sure “Send to email address in document” is activated.
With this setting activated, and if you have included an email address for the recipient in your document file, we will send your documents to the recipient via email. Please note that the default settings for your company will apply in this case.
If you are unsure where the email address should be provided in your document file you can always contact Pagero Support for help.
2. Using the email recipient directory to send documents
The second option to send email documents to your customers is using our email service in Pagero Online. This is used much in the same way as sending documents normally, using a customer number in your document file and matching it to a recipient in your customer directory. This can be done in two ways:
Whichever option you choose, you will first need to navigate to the "Recipients" page. Here you will see your email list. This includes all your existing email recipients, and is where you can add new ones.
You may also use the search option to quickly find a specific recipient if needed, you can find this on the top left of the screen:
On this page you can also export all your existing email recipients in your list to an Excel document. Click on the "Export" button on the bottom right to do this.
2.1 Add Recipient
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.
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.
2.2 Import Recipient List
Clicking on "Import Recipient List" will open a new window where you can import a list of email recipients you wish to add to your email 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.
3.1 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.
Please see the above section for more information on these two options.
3.2 Sending settings
Clicking on the left-side tab named "Sending" you can access the different settings for sending your documents via email.
- 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.
- 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.
This wraps up the email sending information. If you have any feedback in regards to the email service, please submit this using the "Give feedback" button on the start page.
Note: if you are using an older version of our email distribution service and need assistance, please click here for a different article.