Document Handling per Contact
After you configure Document Handling Setup, you can customize document generation for each contact. This lets you send different reports, use specific templates, or apply unique formatting for individual customers and vendors.
When to use per-contact settings
Use Document Handling per Contact when you want to:
- Send different report formats to different customers (for example, PDF to one customer, Excel to another)
- Apply customer-specific letterheads or branding
- Use different email templates based on the recipient
- Control when documents are generated and sent for specific contacts
- Combine multiple documents into a single file for certain customers
Set up contact-specific document handling
To configure settings for a contact:
- Open Document Handling Setup and select the setup line you want to customize.
- Choose Per Contact to open the Document Handling per Contact page.
- Choose New to add a contact-specific configuration.
- Fill in these key fields:
- Contact No. - The customer or vendor for this configuration
- Object ID - The report or XMLport to generate
- Output Type - File format (PDF, Excel, Word, CSV, HTML, or XML)
- Schedule (Create) and Schedule (Mail) - Control when documents are created and sent
- Letterhead Code - Apply branding or watermarks to PDF documents
- Suffix Code - Add pages at the end (like terms and conditions)
- Appl. E-Mail Template - The email template to use
Key concepts
Process sequences
Use Process Sequence to control the order when multiple configurations exist for the same contact.
One output type per report and setup line
A per-contact line is identified by the contact, the table, the Table Subtype, the object (Object ID and Object Type) and the setup line it belongs to. Output Type and Process Sequence are not part of that identification, so within one setup line a contact can have only one line per report, and therefore only one output type per report.
To send the same report to one contact in two formats (for example, a PDF and an Excel file), create two setup lines in Document Handling Setup - a generic line without a Table Filter and a second line with a Table Filter on the customer - and add the report under each setup line with a different Output Type. Every matching setup line is processed, so the record gets one entry and one file per format. See Multiple setup lines for one table.
When the entries are e-mailed, each entry attaches only the file of its own output type. With an email template that groups the entries of a contact (Source Type and Source Type 2 filled), both files are sent in one e-mail; otherwise, each entry is sent as a separate e-mail.
Document subtypes
Use Table Subtype to filter by document type (for example, Receipt or Shipment for WMS documents).
Combination ID
Assign the same Combination ID to merge multiple documents into a single file (for example, combine an invoice with terms and conditions).
Tips
Send both a PDF and an Excel version of the same report
When you need to send both a PDF and an Excel version of the same report to the same contact, do not try to add the report twice under one setup line. Create a second setup line with a Table Filter on the customer and add the Excel line there, as described in One output type per report and setup line.
Combine documents with Combination ID
To merge multiple related documents (like an invoice with attached terms and conditions), assign the same Combination ID to all documents you want to combine.
Control timing with schedules
Use different schedules for creation and mailing. For example, create documents immediately after posting but send emails in a batch once per hour.
Apply custom branding
Use the Letterhead Code to add your customer's logo or branding to documents, or add terms and conditions pages using the Suffix Code.