16 Send Email

16.1 Description

The Send Email task automatically sends the PDF file via email to one or more recipients. You can specify fixed recipients, determine recipients from extracted data, or read them from a CSV file.

Typical Use Cases

Invoice Delivery: Automatically send invoices to customers
Document Distribution: Forward reports to departments
Notification: Forward incoming documents for information
Archiving: Send copy via email to an email archive

16.2 General Settings

Enabled

Enable this option so the task is executed for matching PDF files. Disabled tasks are skipped.

16.3 Recipients

Recipient Type

You can choose between three methods for determining recipients:

Fixed Email Address

Enter one or more email addresses directly. Separate multiple addresses with semicolon (;).

Example: accounting@company.com; archive@company.com

Placeholder

The email address is determined from extracted data.

Example: <RuleId:1(CustomerEmail)>

The extraction rule must return a valid email address.

CSV File

The email address is determined from an external CSV file based on an extracted key value.

Configuration: - CSV File: Path to the mapping file - Delimiter: Column separator (default: semicolon) - Key Value Column: Column with the search value (e.g., customer number) - Email Address Column: Column with the email address

Example CSV File:

CustomerNo;CompanyName;Email
C001;Sample Company Inc;invoice@sample.com
C002;Smith Corp;accounting@smith.com

The program searches for the extracted key value in the first column and uses the email address from the third column.

CC (Copy)

Additional recipients who receive a copy of the email. These addresses are visible to all recipients.

Additional recipients who receive a copy of the email. These addresses are not visible to other recipients.

16.4 Email Content

Subject

The subject line of the email. You can: - Enter fixed text - Use placeholders

Example: Invoice <RuleId:1(InvoiceNo)> dated <RuleId:2(Date)>

Result: “Invoice INV-12345 dated 12/15/2024”

Message

The body text of the email. You can: - Enter fixed text - Use placeholders for dynamic content - Use line breaks

Example:

Dear Sir or Madam,

please find attached invoice <RuleId:1(InvoiceNo)> for <RuleId:2(Amount)> EUR.

Best regards
Sample Company Inc

HTML Message

Enable this option to format the message as HTML. This allows: - Formatting (bold, italic, underlined) - Colors and fonts - Tables and lists - Embedded images

Example HTML:

<html>
<body>
<p>Dear Sir or Madam,</p>
<p>please find attached <b>invoice <RuleId:1(InvoiceNo)></b>.</p>
<p>Best regards<br>
<i>Sample Company Inc</i></p>
</body>
</html>

16.5 Attachments

Attach PDF File

By default, the processed PDF file is sent as an attachment. You can disable this option if you only want to send other attachments.

Additional Attachments

Add static files that should always be sent: - Terms.pdf - PriceList.pdf - Logo.png

Dynamic Attachments

Files determined from a folder based on a search pattern: - Source Folder: Folder to search in (placeholders possible) - Filename Contains: Search pattern for the filename - Existence: Must exist / Can exist - Wait Time: Seconds to wait for the file

Use Case: Attach related delivery note PDF from another folder to the invoice.

File Group Attachments

If you use file groups, you can add files from secondary subgroups as attachments.

Replace Special Characters in Attachment Names

Enable this option to replace special characters (umlauts, special characters) in attachment names with ASCII characters. This can avoid compatibility issues with some email systems.

16.6 Sending Options

Save as Draft (Outlook only)

The email is not sent immediately but saved as a draft in Outlook. You can review and edit the email before sending.

Note: This option is only available when sending via Outlook, not with SMTP or Exchange Online.

Open Draft (Outlook only)

When “Save as Draft” is enabled, the draft is automatically opened in Outlook.

Note: This option is only available when sending via Outlook.

Task-Specific Send Settings

Enable this option to use different email settings for this task than the global program options. This allows e.g.: - Sending via a different email account - Different SMTP settings - Different Outlook configuration

16.7 Attachment Encryption

Encrypt Attachments

Enable this option to protect PDF attachments with a password before sending.

Password

Option	Description
Static Password	Fixed password for all emails
Dynamic Password	Password from extracted data (e.g., customer number)

16.8 Example: Send Invoices to Customers

Initial Situation

Created invoices should be automatically sent to the respective customer via email. The customer email address is determined from a CSV file.

Prerequisites

Extraction rule for “CustomerNumber” created
CSV file with customer data available

Configuration

Enabled: Yes
Recipient Type: CSV File
CSV File: C:\Data\Customers.csv
Key Column: 1 (Customer Number)
Email Column: 3 (Email Address)
Subject: Your Invoice <RuleId:1(InvoiceNo)>
Message: (Standard text with placeholders)
HTML Message: No

Result

Each processed invoice is automatically sent to the customer’s email address determined from the CSV file.

16.9 Sending Methods

The email can be sent via different methods. Configuration is done in program options or in task-specific send settings.

SMTP

Direct sending via an SMTP server: - Server address and port - Authentication (username/password) - Encryption (SSL/TLS)

Outlook

Sending via locally installed Microsoft Outlook: - Uses the configured Outlook account - Supports drafts and delayed sending - Requires installed Outlook

Exchange Online

Sending via Microsoft 365 / Exchange Online: - OAuth authentication - Tenant ID and Application ID required - No local Outlook installation needed

16.7 Tips and Notes

Validate Email Addresses

When using placeholders or CSV files, ensure that determined email addresses are valid. Invalid addresses lead to sending errors.

Consider Attachment Size

Many email servers limit attachment size (often 10-25 MB). For large PDF files: - Use the “Compress PDF” task beforehand (with a separate profile) - Split large files (with a separate profile) - Use alternative transfer methods (cloud links)

Avoid Spam Filters

To prevent automatically sent emails from being classified as spam: - Use a reputable sender - Avoid typical spam phrases - Configure SPF, DKIM, and DMARC for your domain

Multiple Email Tasks

You can add multiple “Send Email” tasks to the same profile: - Different recipients - Different message texts - Different email accounts

Error Handling

If email sending fails: - Check the connection to the email server - Verify login credentials - Check the email address - See the log file for details

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