Create & Edit Presets

In Pingen, recurring letter actions can be saved in Presets. This way, documents that do not comply with the requirements of Pingen can be prepared for sending quickly and easily.

Various letter fixes can be applied automatically using Presets. You find an overview of the available actions here

Each preset requires a Preset Reference PDF. This PDF is excluded from the data retention setting and remains stored until it is replaced by another PDF or the Preset is deleted.

Presets can be created either directly via the Document Preview or in the Preset Overview:

Create Preset via the Document Preview

You can use the document preview to fix letters manually and save the applied fixes directly in a Preset for future letters.

You can access the document preview by opening a letter via the "Letters" navigation item or by uploading a single PDF.

Step 1: To create a Preset via the document preview, you must fix a letter with the status "Action Required". To do this, click on the "Fix & Send Letter" button and apply the necessary fixes to the letter. For example, correct the address or overwrite the Restricted Areas until the letter reaches the status "Ready for Sending".

Step 2: To save the applied actions in a Preset, click on the "Send Letter" button.

Step 3: In the following screen, click on "Create Preset" to confirm the creation of the Preset.

Step 4: In the next screen, you see an overview of all the fixes that have been applied and will be saved in the Preset.

Furthermore, you will receive information about the surcharges per action. As each fix requires substantial computing power, surcharges are charged for each action performed on a letter. Find out more about the pricing model for presets here

Step 5: By clicking on "Create Preset", the Preset is created and will then be available for being applied to letters. Find out more about how to use Presets here

The opened document automatically serves as a Preset Reference PDF and is excluded from the data retention settings.

Create preset via the Preset Overview

Via the Preset Overview, you can manage existing Presets and create new ones.

Step 1: Navigate to the Presets Overview via the navigation item "Organisation Administration" --> "Presets". To create a new Preset, click on the "Create Preset" button.

Step 2: Choose a name for the Preset and upload a Preset Reference PDF. Click on the "Create Preset" button to create the Preset.

The Preset Reference PDF serves as the basis for future letters and should have the same layout or template as the documents that you want to fix with the Preset in the future.

Step 3: The Preset Reference PDF is then validated. The following screen provides you with an overview of all the actions required to fix the reference PDF.

To be able to finalize and use the Preset, all required actions must be enabled. As long as the Preset has not been finalized, it is in “Draft” status.

Step 4: Enable the required actions by clicking on the respective action. Depending on the action, you must either go through an activation process or simply enable the action using the on/off switch.

Once an action has been enabled, the Preset Reference PDF with the action applied is automatically displayed. You can use the icon to switch between the original Preset Reference PDF and the modified version.

Step 5: Once all required actions have been activated, the Preset can be finalized via the Button “Finalize Preset”. Afterwards the Preset can be applied to uploaded PDFs or used for integrations.  Find out more about applying Presets here

Edit Presets

Presets can be edited via the Presets Overview. Simply click on the respective Preset to open it.

Important: Preset actions can only be edited when the preset is in “Draft” status. To edit a preset that is in “Available” status, you must first duplicate it. The Preset copy will then be in “Draft” status again.

The action "Fix Recipient Address" can be edited via the "Edit"-icon. All other actions can simply be enabled or disabled via the on/off switch.

Replace the Preset Reference PDF

To replace the Preset Reference PDF, click on the PDF icon in the bottom bar and then select the PDF you want to replace.

After the replacement, the new Preset Reference PDF is automatically validated. It may happen that different actions are required after validation than before. In this case, the Preset changes to the status "Action Required". Enable all required actions to be able to use the Preset.

If the "Fix Recipient Address" action is enabled and the position of the recipient address in the new reference PDF changed, the address box must be adjusted to the new position.