Add attachments to letters

In Pingen it is easy to add attachments to letters. When adding, the pages of the attachments are added after the last page of the letter.

Attachments can only be added if the letter is in the "Ready for Sending" status.

Important: Added attachments cannot be edited or removed afterwards. If an attachment contains content in the restricted areas (5mm from the outer edge), the content is automatically removed.

Format and size requirements for attachments

• Attachments can only be uploaded as PDF files
• The PDF format of the attachment must be A4 (210 mm x 297 mm)
• The file size of the insert must not exceed 8 MB
• The maximum number of pages per attachment is 50 pages

Add an attachment to letters

Attachments can be added in various ways in the Pingen APP. You can repeat the following process to add more attachments:

Add attachment via Send Preparation

In the Send Preparation you have the option of adding an attachment to all letters in the Send Preparation. You can access the Send Preparation by uploading documents or selecting the desired documents in the Letters list and clicking on "Send". You can select a PDF file from your computer using the attachment icon in the bottom bar. Confirm the upload in the next modal by clicking on the button "Add attachment" button. The attachment will then be added to all letters after the last page. The attachment cannot be edited or removed afterwards.

Important: An attachment can only be added in the Send Preparation if all letters are in the "Ready for Sending" tab. If there are letters in the tabs "Action Required" or "Not available for Sending", these must first be corrected or removed from the Send preparation.

Add attachment via Letters list

The Letters list offers the possibility to add an attachment to all selected letters. You can access the Letters list by clicking on the menu item "Letters". Use the multiple selection to choose the letters to which you would like to add an attachment and then click on the attachment icon below the letter list. Select the desired PDF on your computer and confirm the upload in the next modal by clicking on the button "Add attachment". The attachment will then be added to all selected letters after the last page. The attachment cannot be edited or removed afterwards.

Important: An attachment can only be added via the letter list if all selected letters are in the "Ready for Sending" status and not in a batch. An attachment can only be added for up to 100 letters at once.

Add an attachment to a single letter

In the details view of a letter you have the option of adding an attachment to the specific letter. You can access the details view of a letter by clicking on the desired letter in the Letters list. You can select a PDF on your computer by clicking on the attachment icon in the bottom bar. Confirm the insertion in the next modal by clicking on the button "Add attachment". The attachment is then added to the letter after the last page. The attachment cannot be edited or removed afterwards.

Important: An attachment can only be added via the details view of a letter if the letter is in the "Ready for Sending" status and not in a batch.

Add an attachment to a Batch

In the batch overview you have the option of adding an attachment to all letters in the batch. You can access the batch overview by clicking on the menu item "Batches" and selecting the desired batch. You can select a PDF on your computer via the attachment icon in the bottom bar. Confirm the upload in the next modal by clicking on the button "Add attachment". The attachment is then added to all letters of the batch after the last page. The attachment cannot be edited or removed afterwards.

Important: An attachment can only be added via the batch overview if all letters within the batch are in the status "Ready for Sending". If there are letters in the categories "Action Required" or "Not available for Sending", these must first be corrected or removed from the batch.‍

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Potential issues when uploading an attachment

Attachment contains too many pages

This document exceeds the maximum of 50 pages. Please shorten the document and upload it again.

Attachment cannot be processed

This document cannot be processed by Pingen. Please make sure that the PDF file is not corrupt or protected and try again.

Pages of the attachment in an invalid paper format

Only inserts with pages in A4 portrait format can be added. Change the format to A4 portrait and upload the document again.

Insert exceeds maximum file size

This document exceeds the maximum size of 8 MB. If the attachment is larger than 8 MB, it must be compressed before adding it. There are free online tools for this, such as smallpdf.

Attachment contains form fields

It is not possible to add inserts with form fields. Remove the form fields from the PDF (e.g. via AvePDF) and upload the insert again.

Attachment contains annotations

Attachments with annotations cannot be added for technical reasons. Remove the annotations from the PDF (e.g. via AvePDF) and upload the attachment again.

Invalid PDF Binary Content in the Attachment

The PDF standard stipulates that the binary content of PDFs must begin with %PDF-{PDF standard version}, e.g. %PDF-1.7, and end with %%EOF. Attachments with the note "Invalid PDF Binary Content" have a binary content that is not structured according to the PDF standard.

Potential issues after adding an attachment

If a paper type is detected in the attachment PDF that is not available for the specified recipient country, the letter status changes to "Action required" after the attachment is added. How to fix letters with the wrong paper type in the Pingen-App

If the letter exceeds the maximum number of pages for the specified recipient country after adding the attachment, the letter status changes to "Invalid" and can no longer be sent via Pingen. More information about the maximum number of pages per recipient country