XERIA can distribute recipient-specific PDF files directly from the application by combining recipient records, reusable email templates, configured sending profiles and verified attachment mappings. This allows a personalized PDF workflow to continue from document generation into controlled email delivery without manually matching every file to every recipient.
How XERIA Email Distribution Fits the Workflow
Personalized email delivery normally follows document preparation and verification.
The most important relationship is not simply recipient-to-email. It is:
- Recipient
- Email address
- Personalized PDF
- Output filename or `PDF_PATH`
- Email template
- Sending profile
- Delivery result
Every item must stay aligned.
- A verified recipient list in XERIA
- A valid email address for every intended recipient
- The personalized PDF files
- A configured mail-sending profile
- An approved email subject
- An approved email body
- Any required email signature
- The correct output folder or `PDF_PATH` values
- A small group of test recipients
- A process for reviewing Mail Log results
Generate and review high-risk documents before email delivery.
Do not begin with the full recipient list if the email profile, attachment mapping or template has not yet been tested.
The email address is essential for delivery.
Check for:
- Empty email addresses
- Misspelled addresses
- Duplicate recipients
- Test recipients
- Shifted imported rows
- Old addresses
- Shared mailboxes used unintentionally
- Recipient records linked to the wrong output file
XERIA reports an error when a recipient email is empty, but valid syntax alone does not prove that the address belongs to the intended person.
Step 2: Generate and Verify the Personalized PDFs
For sensitive workflows, generate the PDFs before sending them.
Use the personalized production workflow to:
- Select the approved source PDF
- Apply recipient-specific watermark data
- Add trace information where required
- Apply PDF security settings
- Generate a separate file for each selected recipient
- Review the output set
Before moving to email delivery, compare:
- Selected recipient count
- Generated file count
- Output filenames
- Recipient watermarks
- Trace codes
- Password assignments
- Permission profiles
Open representative files and confirm that the intended recipient is visible or otherwise identifiable.
If the organization uses more than one sender account, give profiles clear names so the correct account can be identified before delivery.
A slower profile can be appropriate when provider limits, anti-abuse controls or operational caution matter more than throughput.
A faster profile may reduce total delivery time, but email providers can apply their own rate limits and security controls.
Do not assume that the highest sending speed is appropriate for every account.
Step 1: Review Mail Log
After sending, open **Mail Log**.
The log can include fields such as:
| Mail Log Field | Purpose |
|---|---|
| SentAt (UTC) | Records the send time |
| Identifies the destination address | |
| Name | Identifies the recipient record |
| Subject | Shows the generated subject |
| Status | Shows the operation result |
| Error | Records a send error where available |
| Attachment name | Identifies the file sent |
| Attachment path | Shows the file location used for the send |
Use Mail Log to identify:
- Successful sends
- Failed sends
- Recipient errors
- Attachment errors
- Provider errors
- Items that need another attempt
Date filters are entered in local time and are converted for UTC-based queries.
Step 2: Review Failed Sends
Do not automatically resend every failure without examining the cause.
Typical failure categories include:
- Recipient email is empty
- Attachment file is missing
- Attachment is invalid
- Gmail is not connected
- Microsoft Graph token is unavailable
- Provider rejected the request
- Subject template is empty
- Body template is empty
- Output path is wrong
Correct the root cause before retrying.
If only a subset failed, resend only the affected recipients where practical.
Use **Send E-mail Only** when the approved personalized PDFs already exist.
Step 3: Validate the Attachment
Before sending, XERIA checks the attachment.
Problems can include:
- Attachment not found
- Invalid path
- File that appears too small or empty
- Temporary PDF not created
- Incorrect output folder
- Expected filename not present
Treat attachment validation errors as a reason to stop the recipient’s send attempt.
Do not substitute a different file manually without updating the recipient mapping.
For a personalized workflow, the correct attachment is part of the recipient’s security context.
Step 4: Run a Test Delivery
Select a small test group before sending the full batch.
The group should include:
- A standard recipient
- A recipient with a long name
- A non-Latin recipient name
- A protected PDF
- A large but normal attachment
- A recipient using a different mail domain
- A record using `PDF_PATH`, if that feature will be used
Use test addresses controlled by the organization where possible.
Verify the received email:
- Sender identity
- Recipient address
- Subject
- Body
- Signature
- Attachment filename
- Attachment contents
- Password behavior
- Watermark
- Trace information
Confirm that the received attachment is the intended recipient’s document.
Step 5: Start the Email Operation
After successful testing, select the approved recipients and begin the email operation.
Monitor:
- Current recipient
- Completed sends
- Failed sends
- Skipped recipients
- Authentication errors
- Attachment errors
- Provider errors
- Missing recipient addresses
Do not treat a completed operation as proof that every recipient successfully received the email.
A send attempt may fail for reasons outside XERIA, including provider or account restrictions.
Step 6: Export or Retain Delivery Records
Mail Log can support operational review and record retention.
Where required, retain:
- Recipient
- Email address
- Send timestamp
- Subject
- Status
- Error information
- Attachment name
- Attachment path
XERIA includes options associated with exporting Mail Log data to CSV or Excel.
Protect exported logs because they can contain recipient and document-distribution information.
Apply the organization’s retention policy rather than keeping delivery data indefinitely.
Step 7: Handle Password-Protected PDFs Carefully
If the attached PDF requires an open password, the password-delivery process should remain separate where required by policy.
Before sending the PDF:
- Confirm the correct password is assigned
- Confirm the recipient identity
- Confirm the attachment is correct
- Confirm the email address
- Confirm how the password will be delivered
- Keep plaintext passwords out of ordinary Mail Log records
- Do not place passwords in filenames
Common Problems
Recipient Email Is Empty
Correct the recipient record before sending.
Do not replace the destination with another address unless that address is verified for the same recipient.
Gmail Is Not Connected
Connect the Gmail account through **Settings > Mail Management** and test the profile before restarting the production send.
Microsoft Graph Token Is Missing
Re-establish the required Microsoft 365 authentication state before retrying the send.
Attachment File Is Not Found
Check `PDF_PATH`, output folder and expected filename.
Confirm the file was not moved, renamed or deleted.
Attachment Appears Empty
Open the PDF manually and verify that it is a valid generated document before retrying.
Send E-mail Only Cannot Find the PDF
Fill `PDF_PATH` with the full file path or select the correct output folder containing the expected PDF.
Subject Template Is Empty
Select or create a valid email template and provide an approved subject.
Body Template Is Empty
Add the approved email message before sending.
The Wrong PDF Is Attached
Stop the batch.
Review recipient records, output filenames, `PDF_PATH` values and attachment mappings.
Do not continue sending until the mapping is corrected.
Some Recipients Received the Email and Others Failed
Review Mail Log and isolate the failed records.
Correct the specific cause and resend only the affected recipients where appropriate.
The Email Was Sent but the Recipient Cannot Open the PDF
Verify that the recipient received the correct password through the approved password-delivery method and that the attachment itself is the intended file.
Best Practices
- Verify the recipient list before every send.
- Generate and review sensitive PDFs before emailing them.
- Keep recipient-to-file mappings explicit.
- Use unique, collision-resistant filenames.
- Configure mail profiles before production day.
- Test provider authentication.
- Use reusable approved email templates.
- Preview dynamic recipient content.
- Keep subjects concise.
- Avoid sensitive data in subject lines.
- Keep PDF passwords separate from protected attachments where required.
- Use an appropriate sending-speed profile.
- Test a small recipient group first.
- Validate attachments before sending.
- Use `PDF_PATH` carefully.
- Use **Send E-mail Only** for already approved files.
- Monitor provider and attachment errors.
- Review Mail Log after every batch.
- Retry only failed recipients where practical.
- Protect Mail Log exports.
- Reconcile selected recipients, attachments and send results.
- Combine delivery records with watermark and trace evidence.
- Stop immediately when the wrong attachment is detected.
Frequently Asked Questions
How Do I Know Which Emails Failed?
Review **Mail Log**. It records delivery status and can include error, recipient, subject and attachment information.
Can I Resend Only Failed Recipients?
When the approved PDFs already exist, use the existing recipient records and **Send E-mail Only** for the recipients that need another attempt.
Is Email Sending Available in Trial Mode?
No. Email delivery requires the relevant licensed functionality and is unavailable in trial mode.
Conclusion
XERIA can extend a personalized PDF workflow from document creation to recipient-specific email delivery.
The reliable sequence is to verify recipient data, generate and inspect the personalized PDFs, configure the sender profile, prepare an approved reusable template, confirm every recipient-to-attachment mapping, run a small test and then send the production batch.
After delivery, Mail Log provides the operational record needed to identify successes and failures. When approved PDFs already exist, **Send E-mail Only** allows them to be delivered without regenerating the documents.
The most important control remains the recipient-to-file relationship: the right PDF, sent to the right email address, through the right profile, with the right security and traceability settings.