Create Personalized PDFs in XERIA

XERIA can create a separate PDF for every recipient from one approved master document. Each generated copy can contain recipient-specific watermark text, a unique trace code, optional QR trace elements, individual security settings and a filename that remains associated with the correct recipient record.

What You Will Create

In this tutorial, you will use one source PDF and a recipient list to generate personalized output files.

The workflow follows three stages:

This approach is suitable for customer reports, employee documents, training materials, confidential briefings, paid publications and other workflows where every recipient should receive a distinguishable copy.

For the underlying concept, see [Personalized PDF Watermarks](/resources/articles/personalized-pdf-watermarks/).

Before You Start

Prepare the following:

• One approved source PDF
• The recipients who should receive personalized copies
• The recipient fields you want to use in the watermark
• An output folder with enough available space
• Any required password or permission policy
• A naming rule for generated files
• A small group of test recipients

Use a clean master PDF and keep the original unchanged. Generated files should be written to a separate output location.

Understand the XERIA Workflow

Personalized production uses the Watermark and Batch Processing areas together.

The Watermark area defines how every recipient copy will look and which dynamic values will appear.

The Batch Processing area manages recipient lists, recipient records, output generation, optional email settings and batch results.

A typical route is:

• Open Batch Processing.
• Select or prepare the recipient list.
• Move to Watermark to configure the personalized design.
• Select **List-Based Batch Production**.
• Save the settings and return to Batch Processing.
• Review the recipients and generate the personalized files.

This separation allows one watermark design to be applied consistently across an entire recipient list.

Step 1: Open Batch Processing

Open the **Batch Processing** page in XERIA.

The recipient management area is used to:

• Create recipient lists
• Add recipients manually
• Edit recipient details
• Delete records that are no longer needed
• Select recipients for processing
• Manage recipient-specific data and permissions
• Import an existing list

Before continuing, confirm that you are working with the correct list. A batch can be technically successful while still producing incorrect files if the wrong recipient list is selected.

Step 2: Create a Recipient List Inside XERIA

You do not need an external spreadsheet to begin.

Create a new recipient list in XERIA and give it a clear name, such as:

• `August Customer Reports`
• `Board Distribution 2026-08`
• `Training Group B`
• `Partner Statements`

Add the required recipient records.

Depending on the workflow, a record may contain:

• Name
• Email address
• Organization
• Department
• Recipient code
• Trace-related values
• Password
• Output filename information
• Delivery-related fields

Use only the fields needed for the document and distribution purpose.

Save the list so it can be reused and maintained inside XERIA.

Step 3: Import an Existing Excel List

When recipient data already exists in Excel, use the recipient-list import function.

The import process is intended to bring the data into XERIA rather than requiring the spreadsheet for every future batch.

During import:

• Select the prepared Excel file.
• Review the detected columns.
• Map each Excel column to the corresponding XERIA field.
• Confirm required fields.
• Check sample rows.
• Exclude test or empty records.
• Write the mapped records to the XERIA database.

After the import, continue from the recipient list stored in XERIA.

Check carefully for:

• Shifted rows
• Duplicate recipients
• Empty names
• Invalid email addresses
• Incorrect column mappings
• Reused recipient codes
• Unexpected spaces
• Unsupported characters

Do not begin a large batch until the imported records have been reviewed.

Step 4: Choose the Source PDF

Select the approved PDF that will be used as the master document.

Before applying personalization, verify:

• The document opens correctly
• The correct version is selected
• All pages are present
• Page orientation is correct
• Existing forms, signatures or annotations behave as expected
• The source does not contain an unwanted earlier watermark
• The document is not damaged
• The file is not being edited by another application

For a basic single-document watermarking workflow, see [How to Watermark a PDF](/resources/articles/how-to-watermark-a-pdf/).

Step 5: Open the Watermark Configuration

From Batch Processing, use the workflow action that opens the **Watermark** page.

Choose **List-Based Batch Production** as the production mode.

This tells XERIA that the watermark will use values from recipient records and that multiple personalized copies will be created from the selected source PDF.

Do not use a generic single-file mode when the goal is recipient-specific production.

Step 6: Build the Personalized Watermark Text

Use the Watermark Text Builder to define the text that will appear on each recipient’s copy.

The watermark can combine static text with recipient tokens.

Examples:

• `Prepared for {NAME}`
• `Confidential — {NAME}`
• `{NAME} — {CODE}`
• `Recipient: {NAME} — Trace: {TRACE}`
• `Issued to {NAME} on {DATE}`

The available token labels should be selected from the interface rather than typed from memory.

A token is replaced with the corresponding value from each recipient record during generation.

For example:

Use one or two meaningful recipient tokens rather than filling the page with unnecessary personal data.

Step 7: Configure the Watermark Appearance

Adjust the visual settings so the watermark remains readable without hiding important document content.

Review:

• Font
• Font size
• Text color
• Opacity
• Rotation angle
• Position
• Alignment
• Repetition or tiled layout
• Horizontal and vertical spacing
• Page coverage

A diagonal watermark across the main page area is suitable for many confidential-document workflows, but the correct design depends on the source PDF.

Test the watermark against:

• Light backgrounds
• Dark backgrounds
• Tables
• Charts
• Signature areas
• Portrait pages
• Landscape pages
• Different page sizes

Apply the watermark to every page that should retain recipient identification. A cover-only watermark can be lost when later pages are extracted.

Step 8: Add Traceability Elements

Where the workflow requires copy identification, enable the appropriate traceability options.

These may include:

• A visible trace code
• A recipient reference
• An issue date
• A QR trace element
• A recipient-specific filename
• A source-to-output record

Trace codes should be unique enough to distinguish generated copies.

QR trace elements are optional. Use them when the workflow requires machine-readable trace information and when the selected layout does not obstruct document content.

Visible recipient information and trace codes support accountability, but they do not prevent every screenshot, photograph or forwarding action.

Step 9: Configure Optional PDF Security

Personalization and access protection address different risks.

Use PDF security options when unauthorized opening, printing, copying or editing is a concern.

Depending on the selected workflow, configure:

• Open password
• Owner or permissions password
• Printing permission
• Copying permission
• Editing permission
• Annotation or form permissions
• Recipient-specific password values

Password and permission settings must remain associated with the correct recipient.

Do not store plaintext passwords in ordinary logs or place the password in the same message as the protected attachment unless that is the organization’s approved policy.

Test protected outputs with the PDF readers used by the intended recipients.

Step 10: Save the Watermark Settings

After reviewing the watermark and security configuration, use **Save Settings and Continue to Batch Operations**.

XERIA returns to the Batch Processing workflow with the current personalization setup.

At this point, verify that the correct source PDF and watermark configuration are active.

Do not assume that previously used settings are appropriate for the current recipient list.

Step 11: Review the Recipient List

Before generating files, review the selected recipients again.

Confirm:

• Required records are selected
• No test recipients are included
• Names are spelled correctly
• Email addresses belong to the correct people
• Recipient codes are unique where required
• Password values are present where required
• Output filenames will not collide
• The selected permission profile is correct
• Trace values match the intended recipients

For large jobs, compare the number of selected recipients with the expected number of output files.

This is also the point to correct data inside XERIA rather than repeatedly modifying and reimporting the original spreadsheet.

Step 12: Define Output and Naming Rules

Choose the output location for generated PDFs.

The destination may be a local folder or a configured cloud destination supported by the workflow.

Use a filename pattern that is:

• Unique
• Predictable
• Safe for the file system
• Easy to reconcile with recipient records
• Free of unnecessary sensitive data

Examples:

• `Report-Customer-0042.pdf`
• `Training-Elena-Rossi.pdf`
• `Statement-DW-204.pdf`
• `Document-TRC-8K2M4.pdf`

Avoid relying only on the recipient name because different people may have the same name.

If a file with the same name already exists, review the collision behavior before starting the full batch.

Step 13: Run a Small Test

Do not begin with the entire recipient list.

Select a representative test group that includes:

• A short name
• A long name
• A non-Latin name
• A record with all optional fields
• A password-protected output
• A landscape-page example
• A filename near the expected maximum length

Generate the test files and inspect the complete PDFs.

Verify:

• Token replacement
• Watermark visibility
• Page coverage
• Trace code accuracy
• QR placement where used
• Output filename
• Password behavior
• Print, copy and edit permissions
• File integrity
• Recipient-to-file matching

Correct the configuration before processing the full list.

Step 14: Generate the Personalized PDFs

When the test is successful, select the intended recipients and use **Generate PDF**.

XERIA creates a separate output file for each selected recipient.

During generation, monitor:

• Total recipient count
• Current item
• Completed items
• Failed items
• Skipped items
• Output location
• Error messages

For the broader operational principles behind large jobs, see [Batch PDF Watermarking](/resources/articles/batch-pdf-watermarking/).

Do not treat a completed progress bar as the only verification. The output set must still be reconciled with the recipient list.

Step 15: Verify the Generated Files

After generation, compare:

• Selected recipient count
• Generated file count
• Failed or skipped records
• Output filenames
• Recipient watermarks
• Trace codes
• Password assignments
• Permission profiles

Open several files from different parts of the batch, not only the first file.

Inspect first, middle and final pages in longer PDFs.

Keep the approved master document, final output set and processing records in appropriate protected locations.

Optional: Send the Files by Email

XERIA can use recipient data, email templates and configured sending profiles to distribute matching files.

A careful workflow is:

• Generate the PDFs first.
• Review the output set.
• Confirm recipient-to-file matching.
• Prepare the email template and signature.
• Preview token replacement.
• Send the reviewed files.

When the personalized files already exist and should not be generated again, **Send E-mail Only** can be used for the email stage.

Review the **Mail Log** after sending to identify successful deliveries, failures and errors.

Email sending requires the relevant licensed functionality. Trial outputs include trial identification, and email delivery is unavailable in trial mode.

Common Problems

Every File Has the Same Watermark

Confirm that **List-Based Batch Production** is selected and that recipient tokens are used in the watermark text.

Tokens Appear as Literal Text

Select tokens through the Watermark Text Builder and verify that the corresponding recipient fields contain data.

Some Files Have Empty Values

Check the recipient records and the Excel-to-XERIA field mapping.

Output Files Overwrite One Another

Use a unique filename field, recipient code or trace code in the naming rule.

The Watermark Covers Important Content

Reduce size or opacity, change the position, adjust the angle or use a different repeated layout.

The Wrong Password Is Assigned

Stop the workflow and verify the recipient-password mapping before distributing any files.

The File Count Is Lower Than the Recipient Count

Review failed and skipped records, output collisions, invalid source conditions and available disk space.

Email Attachments Do Not Match Recipients

Do not send the batch. Reconcile recipient records, filenames and delivery mappings first.

Best Practices

• Keep the approved source PDF unchanged.
• Maintain recipient lists inside XERIA.
• Treat Excel as an optional import source.
• Validate every required recipient field.
• Remove duplicate and test records.
• Use meaningful recipient tokens.
• Minimize personal data shown in the watermark.
• Apply recipient identification to every relevant page.
• Use unique trace codes when copy identification matters.
• Use collision-resistant filenames.
• Apply passwords and permissions according to risk.
• Run a representative test batch.
• Review complete sample files.
• Reconcile recipient and output counts.
• Generate and review before emailing high-risk documents.
• Keep plaintext passwords out of ordinary logs.
• Protect recipient lists and generated files.
• Review Mail Log results after email delivery.
• Retain processing records according to policy.
• Correct mapping errors before restarting the job.

Frequently Asked Questions

Do I Need Excel to Create Personalized PDFs in XERIA?

No. Recipient lists can be created and maintained directly inside XERIA. Excel is an optional import method for existing data.

Can One PDF Be Personalized for Many Recipients?

Yes. Select one master PDF, configure a token-based watermark and generate one separate copy for each selected recipient.

Which Recipient Values Can Be Used?

Use the recipient tokens available in the Watermark Text Builder. Common workflow values include name, code, trace value and date.

Can Each Recipient Have a Different Password?

Yes, when the recipient records and selected security workflow contain the appropriate individual password values. Verify the mapping before generation.

Can I Add a QR Code to Each Personalized PDF?

Yes, QR trace elements can be added when required by the selected traceability workflow and layout.

Can I Review the PDFs Before Sending Them?

Yes. Use **Generate PDF** to create the files first, review them, and use **Send E-mail Only** when the approved files are ready for delivery.

What Should I Check After Generation?

Verify output count, filenames, watermark values, trace codes, passwords, permissions and recipient-to-file matching.

Conclusion

XERIA turns one approved PDF and a recipient list into a controlled set of personalized documents.

The recipient list can be created directly in XERIA or imported once from Excel. The Watermark area defines the token-based design, trace elements and optional security settings. Batch Processing applies that configuration to the selected recipients and creates separate files.

The reliable workflow is simple: prepare accurate recipient data, configure personalization, test representative records, generate the full batch, verify every association and only then distribute the files.