1. Marketing, Sales Force Automation, and Partners
  2. Marketing
  3. Email Marketing Campaigns
  4. Working with Mail Merge
  5. Using PDF Templates

Using PDF Templates

Note:

This topic is unrelated to marketing campaigns. For information about campaigns, see Email Marketing Campaigns.

PDF templates are PDF documents you create for use in mail merge operations. NetSuite uses PDF templates to generate personalized documents that you can send to those with whom you do business.

You create PDF templates outside of NetSuite, and then upload them to your file cabinet. NetSuite then merges your template with the data contained in each recipient's record. When the merge is complete, you can download a ZIP file that contains each of your personalized PDF documents.

PDF templates can include CRMSDK tags that refer to specific information in your NetSuite data. When NetSuite merges your data with your template, information that corresponds with the recipient's record replaces the CRMSDK tags. For a list of CRMSDK tags, see Using CRMSDK Tags.

Creating a PDF Template

PDF templates are especially useful when you create documents that should not be edited. For example, contracts, user licenses, and proposals.

To prepare a PDF template, first create a document in a format that you can convert to PDF. Then, use Adobe Acrobat to convert your document to PDF format.

To insert CRMSDK tags in your PDF template:

  1. Open the PDF template file in Adobe Acrobat.

  2. Click the Form Tool button.

  3. Place a tag in the document with the Form Tool.

  4. In the Field Properties popup window, enter the CRMSDK tag in the Name field.

    This tag should be all capital letters and have no angle brackets.

  5. Click OK.

  6. Repeat these steps for each tag you want to place in the document.

  7. Save your template file.

Creating a PDF Template Record

After you upload your PDF template file to your file cabinet, you can create a PDF template record.

To create a PDF template record:

  1. Go to Documents > Templates > PDF Templates > New.

  2. Enter a name for this template.

    The Mail Merge page displays this name on the Template subtab.

  3. In the Subject field, enter the subject of the PDF file.

  4. In the Description field, enter information about this template.

  5. Do one of the following:

    • In the Template File field, select the template file.

    • Select -New- if you have not uploaded your template file to your file cabinet.

  6. Optional. Check the Private box if you do not want others in your company to use this template.

  7. Optional. If you want this template to be used by members of a specific group, select this group in the Restrict to Group field.

    Private templates cannot be restricted to a group.

  8. Click Save.

Merge your PDF documents with your NetSuite data. For more information, see Merging PDFs.

Related Topics

General Notices