Send and track a Batch
Once a Batch has been created, it can be easily sent and tracked in detail. Here you will find detailed instructions on how to create a Batch using a mail merge letter resp. continuous PDF or a ZIP file.
Prepare a Batch for sending
Click on the navigation item "Batches" to open the respective Batch:
As long as a Batch has not yet been submitted for sending, the documents from the Batch are divided into the following categories:
Ready for Sending
These documents comply with all Pingen requirements and are thus ready for sending.
Action Required
These documents do not yet comply with the requirements of Pingen. However, the issues can be corrected directly via Pingen App.
The documents are grouped by the issues detected by Pingen. Clicking “Fix documents” for a group automatically starts the process of resolving the corresponding issues.
Once all issues have been resolved for certain documents, they will automatically become ready for sending.
Not available for sending
These documents do not meet the requirements of Pingen and unfortunately cannot be sent via Pingen.
By clicking on the category, the corresponding documents can be viewed directly in the Letters list.
Please note: A Batch can only be sent once there is at least 1 document in the status Ready for Sending.
Send a Batch
As soon as at least 1 document of a Batch is in the category "Ready for Sending", the Batch can be sent by clicking on "Send Batch".
Please note: Any documents in the categories “Action Required” respectively “Not available for sending” will be automatically removed from the Batch.
In the Send Overview you can select the desired delivery product per country. Depending on the delivery product, the shipping properties such as the speed or track & trace information as well as the postage costs change. Further information can be found in the article "Introduction to shipping options"
In addition to the delivery products, various printing options are also available in the Send Overview. Further information can be found in the article “Print options”
Once the delivery product and the printing options have been selected, the Batch can be sent by clicking on the "Send Batch" button. A confirmation message then appears to confirm the number of letters and the price.
Not enough Credits available
In case there are not enough Credits for sending the Batch, all letters within the Batch will be queued and get the status "Batch Requires Credits".
To purchase Credits for that Organisation, simply click the credit card in the top right corner on the Dashboard. For more information on How to by Credits click here
Once there are enough Credits available to cover the cost of the entire Batch, any letters with the status "Batch Requires Credits" will be sent automatically.
Manage and track a Batch
After sending, you can access the status of each individual letter via the details view of the Batch. In addition, detailed information on shipping quality, costs and the print type are available as well.
Via "Activities", the processing stages of the Batch can also be traced at any time.
