Wednesday, January 28, 2015

Acrobat -- Mail Merge and Email

Direct purchase using PayPal ($99 per license)!

Update (28/01/2015): A new feature and a new look for this tool! The Price is the same...

The new feature is the ability to merge all the records as a single PDF file. This means you can then easily print them out and send out by regular mail, for example.

The new look of the tool is more concise and easy to use. There are still two buttons, but they are now called: "Mail Merge" and "Mail Merge (To Single File)".

The new buttons (click to enlarge)

After clicking on the first one, for example, you're presented with this dialog window, where various settings can be set:

Clicking the second button causes this smaller window to appear:

Then you're prompted to select the input file and if you selected the option to email the generated files then the email settings window (see below) appears as well.

The files are then generated and saved. In the "single file" a file called merged.pdf is generated and saved in the same folder as the original PDF file.

Update (04/12/2014): A new feature added to this tool. You can now include not just text but also IMAGES in your merged files. Simply create a button field in your PDF and set its layout to "Icon Only" and then specify the file-path to the image in the input spreadsheet, and voila! The image is automatically imported into your file along with the other data.

Update: Now available, a free DEMO version of this tool which will process up to 3 items in a list, but does not contain the auto-email feature. You can download and try it from here.

Another new and powerful tool to make your PDF experience easier and more efficient.
This time, it's a PDF mail-merging tool. "Mail merging" is the production of multiple (and potentially large numbers of) documents from a single template form and a structured data source (Wikipedia). In this case the template is a PDF file with form fields and a plain-text or CSV file (which can be easily exported from an Excel spreadsheet).
The tool even offers the option to automatically email the merged files to the recipients (see below)!

How the tool works?
You start by setting up your input file and the empty PDF form (notice the column headers match the field names in the PDF):

If you have any questions regarding this tool, you can contact me directly.
(Click on "Read More" to see the rest of the post)

The merged files are then created and saved in the same folder as the original:

You can see that each file now contains the data from the input file:

If you have chosen the option to automatically email the files, you will be presented with this dialog:

After entering the different settings, a customized email will be created for each recipient, with the filled-in form as an attachment:

When the tool finishes running, an message is displayed:

You can download the sample PDF files and list shown above from here.

If you have any questions regarding this tool, you can contact me directly.


Unknown said...

This may be what I am looking for. But once I create the template. I need to apply the datasource and mail merge from the sdk. Is this possible?

Gilad D. (try67) said...


I'm not sure what you mean... Could you please contact me privately so we can discuss it in detail?

drjjw said...

1. Will this work on Acrobat Pro DC for Mac?

2. Will I be able to use input data from an excel file to fill multiple PDFs for each row of data? I don’t want to merge in to a single PDF file.

3. Is there a trial version I can experiment with?

Gilad D. (try67) said...

1. Yes
2. Yes, of course. The script will generate multiple copies of the PDF, one for each row in the spreadsheet.
3. Yes, a demo version, with limited capabilities:

Samantha Perez said...

Will this work on Bluebeam?

Gilad D. (try67) said...

Maybe, I haven't tested it... I can only guarantee it will work in Adobe Acrobat.
If you're interested, though, I have developed a stand-alone version of this tool. You can contact me by email to discuss it privately.

Danny Zitting said...

1. Can I have additional data in the spreadsheet (i.e. other columns) which I do not want to merge into the PDF?
2. Also, can I have additional form fields in the PDF which I do not want to be populated from the Excel?
3. Are both the above accomplished by simply having PDF form field and Excel column names which do not match? That is, will the script simply skip over any form fields/columns that do not have matching names and go on to the next?
4. Can I populate the form with hyperlinks from the excel sheet which are clickable in the PDF? (text link or preferably a button/icon image)

Gilad D. (try67) said...

@Danny Zitting
1. Yes
2. Yes
3. Exactly, yes
4. Not sure how that would work... You can populate a text field with a URL, but you will need to add the script that opens that URL in the browser yourself. I can help you set it up, but the script won't do it for you. You can import an image to a button field, though.