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Sending E-Mail with personalized attachments

You can enhance CiviOffice's functionality with some additional extensions in order to send out personalized e-mail attachments to your contacts. A use case for this might be sending certificates of attendance to your event participants attached to an email. However, you can also create personalized attachments based on contribution data or just plain contacts.

The additional tools you will need to install are:

  • de.systopia.mailattachment 1.0 (or higher)
  • de.systopia.mailbatch-2.0 (or higher), this provides a search action for contacts and contributions
  • de.systopia.eventmessages-1.1 (or higher), this provides a search action for participants and rule-based, automatic emails to participants

CiviOffice and the additional extensions will work without further configuration (when installed in sufficient versions).

To use the feature with regard to contacts or contributions, search for contacts or contributions and select the search action 'Send Emails (via MailBatch)'. In the options interface, under 'Attachments', select 'CiviOffice Document' and choose the template you want to use for your attachments. Any valid tokens will be replaced in the usual way.

To create personalized email attachments for event participants, perform a participant search and use the search action 'Send E-Mails via EventMessages'. Note that in this case, the From, Cc, Bcc and Reply-To settings are defined in the event settings!

The Custom Event Communication extension also allows for automatic, rule-based email communication to event participants (e.g. whenever a participant registration changes from status pending to confirmed, send out this email ...). CiviOffice-generated personalized attachments can also be attached to those automatic emails!