AutoMailMerge™ Plug-in for Adobe® Acrobat®

Software Functionality

What is AutoMailMerge™ Plug-in?: AutoMailMerge™ is an advanced plug-in for Adobe® Acrobat Professional® software for performing mail merge processing. Mail merge is a computer term describing the production of multiple (and potentially large numbers of) documents from a single template form and a structured data source. This technique is used to create personalized letters, documents, bills and pre-addressed envelopes or mailing labels for mass mailings (or document creation) from a database of names and addresses. You use mail merge when you want to create a set of documents that are essentially the same but where each document contains unique elements. Creating each letter, message, bill, statement, fax, label, envelope, or coupon individually would take hours. That's where mail merge comes in. Using mail merge, all you have to do is create one PDF document that contains the information that is the same in each version. Then you just add some fillable form fields for the information that is unique to each version. The plug-in uses PDF form as a template and takes input from a variety of data sources to fill form fields and generate documents.
How it Works?: AutoMailMerge™ provides a complete solution for mass creation of PDF documents from variety of data sources. Output PDF documents can be optionally secured with individual passwords and e-mailed to the recipients. The plug-in supports a variety of different data sources such as ODBC-compliant databases (Microsoft Access, Microsoft Excel, dBase, Paradox, MS SQL Server, Oracle and almost any existing commercial and open-source database comes with ODBC driver), Excel spreadsheets, XML documents, comma and tab-delimited ASCII text files. The software reads data records (in case of text files - text lines) and fills forms fields of the template PDF form. New PDF file is spawned for each input data record to create a personalized PDF document. Any PDF document that has fillable form fields can be used as a mail merge template. Output PDF documents are saved into output folder and optionally emailed to the recipients using email addresses retrieved from each data record.
Related Links: Download Free Trial Version; Buy software online; Features Summary; System Requirements; Frequently Asked Questions; Trial Version Limitations

Features Summary

Create Multiple PDF Documents: Create multiple PDF documents by filling a single PDF form with data from variety of data sources such as comma and tab-delimited ASCII text files, XML documents, MS Access database, spreadsheets and any ODBC-compliant database such as MS SQL Server or Oracle. The software allows you to define correspondence between data source fields and PDF form fields.
Create Single Output PDF Document: The plug-in provides an option to generate a single compound document that will contain all filled PDF forms. The compound document can be created in addition or in place of separate PDF documents per single data record. Generating just a single PDF file is significantly faster than creating a separate file for each data record.
Data Selection: Select all or just few individual data records to run a mail merge operation on. Advance users may use SQL selection capabilities to select a desired subset of records out of a large database or table. The plug-in provides a simple SQL expression builder and easy-to-use interface for creating and maintaining a library of frequently used queries.
Fill PDF Forms: Fill PDF form fields with data from a single or multiple data fields. Data from multiple data source fields can be combine with custom static text to fill a single PDF form field. This functionality provides an important flexibility when filling existing PDF forms that cannot be modified to accommodate a particular data source structure. Most PDF form fields can be populated: checkboxes, radio-buttons, text fields, combo and list boxes and etc.
Secure Output Documents: You can limit access to output PDF files by setting passwords ("Open file" and "Permissions" passwords) and by restricting certain features, such as printing and editing. The plug-in provides a unique ability to use either the same password for all output documents or assign an individual password for every output file. Passwords for each document can be read from a corresponding data record.
Custom File Naming: Create human readable and highly customized file names for output files by combining multiple field values with a static text. This functionality allows creation of file names such as "Account - 34565672.pdf" or "John A Doe.pdf".
Flatten Form Fields: Optionally flatten form fields in output PDF files to reduce file size and make document content permanent.
Make Form Fields Read-Only: The plug-in provides an option to make all form fields in output documents read-only. Users will not be able to directly modify field values or click on any buttons. Text fields will appear as regular text without any borders or input areas. This operation is different from form flattening (although similar in visual appearance), because it preserves form fields in the PDF documents.
Making Only Selected Fields Read-Only: The plug-in provides a simple way to make certain form fields read-only in output documents. Simply select fields from the list and software will do the rest. The plug-in is also able to fill-in read-only fields with data while maintaing their read-only status in output files.
Hide Empty Fields: The plug-in provides an option to hide all empty text fields in output documents. If this option is turned on, then all text fields that do not have any characters will be invisible to the user.
Export Data to FDF Files: Optionally save a copy of the form data in FDF (Acrobat Forms Data Format) files. FDF is a text file format used for data exported from PDF form fields; it is smaller than PDF file, because it only contains form field data, not the entire form.
Print Output Files: Automatically print each output document to a default printer.
E-mail Output Documents: The plug-in allows e-mailing of output PDF documents to recipients using e-mail addresses stored in the data records. Email message text can be customized using data field values. PDF files are send as attachments. The software offers two different ways of sending e-mails: using your existing MAPI-enabled email application (such as MS Outlook Express) or via Internet mail server (SMTP). First approach is suitable for a small number of messages and allows to review each outgoing message. This approach is highly secure, but is not practical for sending out a large number of emails. SMTP Internet server provides an unattended way of sending e-mails.
Supported Data Sources: The software provides support for the following data source types:

• Tab-delimited ASCII text file (*.txt)
• Comma-separated ASCII text file (*.csv)
• Microsoft Access Database (*.mdb)
• Microsoft Access 2007 Database (*.accdb)
• Microsoft Excel Worksheet (*.xls)
• Microsoft Excel 2007 Worksheet (*.xlsx, *.xlsb, *.xlsm)
• dBase 5 Table (*.dbf)
• Paradox Table (*.db)
• XML Document (*.xml)
• ODBC Data Source File (*.dsn)
• Any ODBC Data Source (via ODBC drivers); Download a latest set of drivers that support Microsoft Office 2007 files (Access, Excel) from Microsoft Download Center.
Advanced Options: The plug-in provides ability to execute a custom Acrobat JavaScript code before and after generation of each PDF document (for extra customization). Use this option to change or merge content of the form fields or to create new composite fields. Another typical use of this feature is to make certain form fields "read-only".
Save Settings: Save and load mail merge settings to/from settings file for reuse.
Batch Processing Support: Users of Adobe® Acrobat Professional® (for versions 6, 7, and 8) and Adobe® Acrobat® 5.x can use batch processing framework to automate a mail merging operation. The plug-in adds "Mail Merge" command to the Acrobat's batch processing framework.
Supported Form Types: The current version of the plug-in supports static PDF forms created using either "Tools > Forms" menu or using Adobe® LiveCycle® Designer. Dynamic XML forms (introduced in Acrobat 7) are not currently supported. The plug-in provides advanced scripting capabilities that allow hiding or modifying form content and therefore offering functionality that is similar to dynamic forms. Support for dynamic XML forms will be added in future versions of the software.
Installation: Download a free trial version of the plug-in to your computer. Double-click on an installation file and follow on-screen instructions. Select "File > Open..." to open a PDF form that you want to use as a template for a mail merge. Select "Plug-ins > Mail Merge..." menu to access AutoMailMerge™ plug-in functionality.

Trial Version Limitations

30-days Trial: Trial version is a fully-featured software that is limited to 30 days and adds "DEMO" watermarks to output documents.
Using Reader-enabled forms: If you are using a PDF form that has enabled extended features in Adobe Reader, then output documents will not preserve this functionality. This is due to the fact that trial version adds "DEMO" watermarks to output documents and invalidates extended functionality. Use full version of the software to fill this kind of PDF forms.

System Requirements

Platforms:: Microsoft® Windows Vista/XP/2003/2000/Windows 7.
Software:: Any version of Adobe Acrobat 9: Standard, Pro, or Pro Extended.; Adobe Acrobat Professional 6,7,8.; PAD File

Frequently Asked Questions

FAQ:: 1. What types of PDF form fields can be filled by the plug-in?; 2. What field value I have to use in order to check a radio or check box field?; 3. What field value I have to use in order to select a string in a list or combo box?; 4. Can I fill a single PDF form field with data from multiple data source fields?; 5. How can I change a format of the data when filling a form?; 6. Can I fill a form field with a multi-line text?; 7. Can I password-protect each output document with an individual password?; 8. Can I use field values in the output document name?; 9. Can I automatically email PDF documents to email addresses from a data source?; 10. Is it possible to customize a subject line and a message body of each email?; 11. How to add a "mailing address" text to a document without extra blank lines and spacing?; 12. How can I make certain form fields "read only" in output documents created by the plug-in?; 13. How can I hide certain form fields in output documents created by the plug-in?; 14. Can I make all fields in output files read-only?; 15. Can I output all filled forms into a single document?; 16. How to delete pages from an output form based on a field value?; 17. How to take modify a form field based on check box status?
1. What types of PDF form fields can be filled by the plug-in?: Most standard and custom PDF form fields can be filled by using AutoMailMerge plug-in. This includes text and numeric fields, radio and check boxes, combo and list boxes and etc.
2. What field value I have to use in order to check a radio or check box field?: By default, radio and check boxes are selected by filling with “Yes” text string. This can be changed by modifying an “export value” of the corresponding PDF form field. Use Acrobat's form tools to select and modify form field properties.
3. What field value I have to use in order to select a string in a list or combo box?: Every entry in the list or combo box has an associated “export value”. Export value is a text that is used to identify a particular selection. “Export” value of the selection may be the same or be completely different from its appearance. It is up to the form designer to assign export values. Use a specific “export” value to fill a list or combo box fields. You can change field's export values by using Acrobat's form tools.
4. Can I fill a single PDF form field with data from multiple data source fields?: Yes, you can. Multiple data source fields can be combined with any custom text to create a composite value that can be used to fill a single form field. For example, sometimes it is desirable to combine values from “City”, “State” and “ZIP” data fields into a single text string and use it to fill an address field on a form. This can be easily done by using AutoMailMerge software. You can even add your own static text to a composite field to further customize field's content.
5. How can I change a format of the data when filling a form?: Many PDF form fields have built-in properties that can effectively control their visual appearance. For example, a text form field can be set to display numeric, currency or date/time data in variety of different formats. You need to edit your PDF form field and specify desired formatting as a property of the each particular field. Use Acrobat's form tools to select and modify field properties.
6. Can I fill a form field with a multi-line text?: Yes, you can. The plug-in supports composite fields that can span one or more lines. PDF form fields needs to have a multi-line property set to allow multi-line data. Use Acrobat's form tools to select and modify field properties.
7. Can I password-protect each output document with an individual password?: Yes, you can. Data source field can be used to supply an individual password for each output document. The plug-in will retrieve passwords from a data source and use it to password protect output document.
8. Can I use field values in the output document name?: Yes, you can. You can refer to one or more data source field names when specifying a file naming schema. For example, you can use customer's last name and account number (assuming they are present as separate data source fields) to name output documents.
9. Can I automatically email PDF documents to email addresses from a data source?: Yes, the plug-in can automatically email newly created PDF documents to recipients using email addresses stored in a data source field.
10. Is it possible to customize a subject line and a message body of each email?: Yes, it is. You can refer to a value of a data source field by inserting a field name surrounded by square brackets. If a data source has field names "First Name" and "Last Name" then you can refer to them by inserting the following text: [First Name] [Last Name]. For example: Dear [First Name] [Last Name] will produce text lines such as "Dear John Smith" and etc.
11. How to add a "mailing address" text to a document without extra blank lines and spacing?: It is a common question for many users - how to add a neatly looking mailing address text to a PDF document. The common mistake is to use separate PDF form fields for each part of the address (for example, First name, Last name, Street Address 1, Street Address 2, City, State, ZIP). This approach creates extra blank line if a "Street Address 2" field is empty. Form fields will be also separated by some excessive white space to reserve enough space for each part of the address. The solution is simple. Use just a single multiline text form field to hold all parts of the address. The plug-in provides ability to combine multiple data source fields into a single PDF form field. You can combine static text with field values (see question #4). In addition, the software will automatically remove extra blank lines that might be created if a certain data field is empty. Contact our technical support if you have any questions or need help to configure software for your particular project.
12. How can I make certain form fields "read only" in output documents created by the plug-in?: 1. Click "Edit Settings..." button located on the main AutoMailMerge dialog.
2. Go to a "Field Options" settings page.
3. Select fields from the list that needs to be read-only in output documents.
4. Save settings and run mail merge.

The plug-in is also able to fill-in read-only fields with data while maintaing their read-only status in output files.
13. How can I hide certain form fields in output documents created by the plug-in?: 1. Click "Edit Settings..." button located on the main AutoMailMerge dialog.
2. Go to a last settings page: "Select Advanced Settings".
3. Turn ON "Execute this JavaScript code AFTER filling each copy of the form" option.
4. Enter the following code for EACH form field you want to make read only (replace "Total" with actual field name from your PDF form):

var f = this.getField("Total");
f.hidden = true;
5. Save settings and run mail merge.; The following example shows how to hide a field based on its value:
var f = this.getField("Total");
if (f.value < 100)
{
f.hidden = true;
}
The above script hides form field "Total" if its value is less than 100.; Similar scripts can be used to modify many other form field properties such as type, size, position, value, text attributes, "required" status and etc. The plug-in also provides a special option to hide all empty text fields.
14. Can I make all fields in output files read-only?: Yes. Turn on "Make all form fields read-only" option that is located on "Select Output Options" application settings page.
15. Can I output all filled forms into a single document?: Yes. Turn on "Output a compound document..." option that is located on "Select Output Options" application settings page.
16. How to delete pages from an output form based on a field value?: Sometimes, it is necessary to check a state of a check box (checked or unchecked) and modify properties of another form field. The example below checks the state of a "Taxable" check box and sets another field ("Tax Rate") read-only if this box is checked. Please note that check box may have any "export value" associated with it. By default, an export value is "Yes" if a check box is checked. Use field's "Properties" dialog to view or modify an actual export value for a specific check box.
var f = this.getField("Taxable");
if (f.value == "Yes")
{
var v = this.getField("Tax Rate");
v.readonly = true;
}
17. How to modify a form field based on check box status?: Use the following example if you need to delete pages from an output form based on a value of a certain field. The example below, deletes pages 4,5,6 if a value of field "Total" is less than 2. Please note that page numbers in the JavaScript code are always zero-based (first page in a document has a page number 0).
var f = this.getField("Total");
if (f.value < 2)
{
this.deletePages(3,5); // page numbers are zero based: deleting pages from 4 to 6.
}