Send Personalized PDFs by Email with XERIA

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.

What You Will Learn

This tutorial explains how to:

• Prepare recipient records for email delivery
• Configure or select a sending profile
• Understand the available mail-provider options
• Create and reuse email templates
• Review personalized subject and message content
• Generate PDFs before sending them
• Use **Send E-mail Only** when PDFs already exist
• Use `PDF_PATH` or the expected output folder correctly
• Choose an appropriate sending-speed profile
• Verify recipient-to-attachment matching
• Review successful and failed sends in **Mail Log**
• Diagnose common email-delivery problems

For the document-generation stage, see [Create Personalized PDFs in XERIA](/resources/articles/create-personalized-pdfs-in-xeria/).

How XERIA Email Distribution Fits the Workflow

Personalized email delivery normally follows document preparation and verification.

A controlled workflow is:

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.

Before You Start

Prepare:

• 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.

Step 1: Verify the Recipient List

Open **Batch Processing** and select the correct recipient list.

Review the selected recipients.

Relevant recipient fields can include:

• Full Name
• Email
• PDF Open Password
• PDF Owner Password
• Role
• ID
• Company ID
• Code
• Mapping Profile
• Permission Profile

Not every field is required for every email workflow.

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

For a complete walkthrough, see [Personalized PDF Watermarks](/resources/articles/personalized-pdf-watermarks/).

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.

Step 3: Open Mail Management

Open the email or mail-management area in XERIA.

The application supports configured sending profiles for provider types including:

• Gmail
• Outlook.com / Hotmail
• Microsoft 365 (Office 365)
• Yahoo
• Yandex
• Custom

The exact setup depends on the selected provider and the authentication method supported by that profile.

For Gmail delivery, the Gmail account must first be connected through **Settings > Mail Management**.

Microsoft 365 workflows may require a valid Microsoft Graph access token.

Do not start a production batch until the selected sending profile is connected and tested.

Step 4: Configure the Sending Profile

Review the configured mail profile before sending.

Depending on the provider, the profile may include settings associated with:

• Provider type
• Sender account
• Authentication
• Connection state
• Sending limits
• Sending speed
• Operational controls

Use the account that is authorized for the document-distribution purpose.

Avoid switching sender profiles immediately before a large production send without a test.

If the organization uses more than one sender account, give profiles clear names so the correct account can be identified before delivery.

Step 5: Choose the Sending Speed

XERIA includes sending-speed options designed to control the pace of email operations.

Available profiles include:

• **Very safe**
• **Balanced**
• **Fast**
• **Custom**

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.

Use **Custom** only when the organization understands the selected limits and has tested them with the configured provider.

Do not assume that the highest sending speed is appropriate for every account.

Step 6: Create or Select an Email Template

XERIA supports reusable email templates.

Create a **New Template** when a suitable approved template does not already exist.

A reusable template can help standardize:

• Subject
• Message body
• Recipient-specific text
• Delivery instructions
• Signature
• Support information
• Document-handling notice

Use dynamic recipient fields available in the application rather than manually rewriting every message.

The purpose is to personalize the email while keeping the approved communication structure consistent.

Step 7: Prepare the Subject

The subject template must not be empty.

Use a concise subject that helps the recipient understand the purpose of the message without exposing unnecessary sensitive information.

Examples of appropriate subject styles include:

• Your requested document
• August statement
• Training material
• Confidential document delivery
• Updated report

Avoid putting passwords or sensitive recipient identifiers into the subject line.

If the subject uses dynamic fields, preview the result with several recipients.

Long names, empty fields and unusual characters can produce unexpected subject text.

Step 8: Prepare the Email Body

The email body template must also contain content.

A good delivery message should explain:

• Why the recipient is receiving the file
• What the attachment contains
• Any handling instructions
• How a password will be provided, if applicable
• How to request assistance
• Whether the recipient should delete an earlier version

Keep the message appropriate to the document sensitivity.

Do not include an open password in the same message as a protected PDF unless that is explicitly allowed by the organization’s approved process.

If passwords are used, the password-delivery workflow should be tested separately.

Step 9: Preview Personalized Content

Before sending, preview the email template with representative recipient records.

Check:

• Recipient name
• Email address
• Subject
• Body
• Signature
• Dynamic field replacement
• Special characters
• Non-Latin names
• Empty optional fields
• Line breaks
• Overall readability

Do not assume that a template that looks correct for the first recipient will be correct for every recipient.

Test at least one long name and one non-Latin name when the list contains them.

Step 10: Confirm Recipient-to-PDF Mapping

This is one of the most important checks in the workflow.

For every selected recipient, confirm that the email operation will attach that recipient’s intended PDF.

Use output filenames that make reconciliation practical.

Examples:

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

Avoid ambiguous filenames such as:

• `Document1.pdf`
• `Final.pdf`
• `Report.pdf`

When different recipients have the same name, include another unique identifier in the filename.

Step 11: Understand PDF_PATH

XERIA can use a `PDF_PATH` value to locate an existing attachment.

`PDF_PATH` should point to the full path of the intended PDF file.

Before sending, confirm:

• The path is not empty when required
• The file exists
• The file is the correct recipient-specific PDF
• XERIA can access the file
• The file is not an empty or invalid output
• The file has not been moved or renamed after mapping

If the `PDF_PATH` file does not exist, XERIA reports an attachment-path error.

Do not copy a path from another recipient record without verifying the file.

Step 12: Understand Send E-mail Only

Use **Send E-mail Only** when the personalized PDF files already exist and should not be generated again.

This is useful when:

• PDFs were generated and reviewed earlier
• Delivery was postponed
• A previous send failed
• A subset of recipients needs to be resent
• The document files must remain exactly as previously approved

In **Send E-mail Only**, XERIA must be able to find the correct existing PDF.

It can use:

• The full file path in `PDF_PATH`
• The expected PDF filename in the selected output folder

If `PDF_PATH` is empty and the output folder is invalid, the send-only operation cannot locate the attachment.

If neither the mapped path nor the expected output file exists, stop and correct the file mapping.

Do not regenerate a document merely to solve an attachment-path problem unless a new PDF is actually required.

Step 13: 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 14: 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 15: 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 16: Review Mail Log

After sending, open **Mail Log**.

The log can include fields such as:

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 17: 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 18: 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 19: 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

For the complete security workflow, see [Protect PDFs with Passwords in XERIA](/resources/articles/protect-pdfs-with-passwords-in-xeria/).

Step 20: Combine Email Delivery with QR Traceability

When the document uses XERIA QR traceability, verify the QR-enabled files before sending.

Confirm:

• The intended recipient generated the file
• The hidden QR is present where required
• Visible recipient data is correct
• Trace values are correct
• The email attachment points to that verified file

For the QR workflow, see [Add QR Trace Codes in XERIA](/resources/articles/add-qr-trace-codes-in-xeria/).

Email delivery records and document traceability records serve different purposes.

Mail Log records the delivery operation.

Watermarks, trace codes and QR elements help identify the issued copy.

Use them together for stronger operational evidence.

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

Can XERIA Send a Different PDF to Every Recipient?

Yes. XERIA can use recipient records and attachment mappings to deliver the corresponding personalized PDF to each selected recipient.

Do I Have to Generate the PDFs and Send Them in the Same Operation?

No. You can generate and review the PDFs first, then use **Send E-mail Only** to deliver the existing approved files.

What Is PDF_PATH?

`PDF_PATH` is the full file path used to locate an existing PDF attachment for a recipient.

What Happens If PDF_PATH Is Empty?

In a send-only workflow, XERIA can use the expected PDF in the selected output folder. If the path is empty and the output folder is invalid, the attachment cannot be located.

Which Email Providers Can Be Configured?

XERIA includes provider options for Gmail, Outlook.com / Hotmail, Microsoft 365, Yahoo, Yandex and Custom configurations.

Can I Reuse an Email Template?

Yes. XERIA supports reusable mail templates and a **New Template** workflow for creating additional templates.

Can I Control Sending Speed?

Yes. XERIA includes **Very safe**, **Balanced**, **Fast** and **Custom** speed profiles.

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.