Introduction to Batches

Batches are designed to group mailings with multiple documents.With the Batch feature, sendings of multiple documents as well as mail merge letters resp. continuous PDFs can be managed, sent and tracked conveniently via the Pingen App.

What is the purpose of a Batch?

Grouping multiple documents

A Batch is automatically created whenever more than one document is uploaded or sent via the WebApp. It groups related documents and makes them easier to manage and track via Pingen.

Sending mail merge letters resp. continuous PDFs

Antoher important funtion of the Batch is to split mail merge letters resp. continuous PDFs with up to 10 000 pages into individual letters for sending.  Detailed instructions for creating a Batch with a mail merge letter can be found here

Sending ZIP files

Furthermore, the Batch feature also supports the automatic processing of ZIP files with a size of up to 1GB or a content of up to 10,000 PDF files. This way, you can also conveniently process and send large mailings via the Pingen App. Detailed instructions for creating a Batch with a ZIP file can be found here

Manage, send and track Batches

After transfer, the individual documents are saved in a Batch under the navigation item "Batches". Despite the separation into individual documents, the documents within a Batch can be managed, sent and tracked as a group.

The Batch can be sent with just a few clicks via the detail view. You also receive detailed information about the current Batch status, detailed tracking information and informative dispatch statistics.

Here is a step by step guide on how to send Batches via Pingen

How do individual documents behave when they belong to a Batch?

Documents that belong to a Batch are handled as a group and therefore cannot be sent or cancelled individually.

Send documents belonging to a Batch

A document which belongs to a Batch cannot be sent individually via the navigation item "Letters". Instead you have the following options to send the document;

Send the Batch

Either send the entire Batch. Learn more about Batch sending

Remove the document from the Batch

Alternatively you can remove the document from the Batch. Once the document does not belong to a Batch anymore it can be sent individually again. Learn more about removing documents from a Batch

Cancel documents belonging to a Batch

If a letter was submitted for sending via a Batch, it cannot be cancelled individually. To cancel the letter, you need to cancel the sending of the entire Batch instead. How the Batch cancellation works and until when it is possible can be found here