Upload to Auto Processor

This is the place where documents (PDF, XPS or Postscript), data files (CSV, XLSX, ODS or JSON) and ZIP archives (containing PDFs) can be submitted to Bing for processing.

Although most documents will be compatible with our system without any prior set up, we recommend that you talk to us first about your templates, and identify whether any prior configuration is required. Additionally, if data files are to be submitted, a schema will be required to be set up by Bing Customer Service to ensure data is handled correctly.

Upload Files

Select Upload Documents > Upload To Auto Processor. The initial upload screen appears. See figure 1.1 

Fig 1.1

Clicking Show Recent Uploads will list the last 10 files uploaded to the portal, regardless of status (i.e. failures are also listed).

If failover is in use, an additional check box "Hide Failover Mailings" will appear. Checking this will suppress any mailings generated by the failover process.

To upload files simply drag and drop them into the Drop Zone area, or use the Browse button.

upload_to_auto_fig1.2.PNG

Fig 1.2

Figure 1.2 shows Letters.pdf containing several addressed letters and Attachment.pdf which should accompany each letter.  In this case Attachment.pdf should be checked as an attachment.  The attachment is then applied to the end of each and every letter.

Note that the Reset button can be pressed at any point.  This will remove all files and any data selections so you can start again.

upload_to_auto_fig1.3.PNG

Fig 1.3

In figure 1.3 above a data file is present so all documents are automatically marked as attachments.

When all files have been uploaded and attachments selected, click Next.

Reordering

Fig 1.4

Attachment documents may be reordered by dragging and dropping (click on the symbol to drag), or by using the up/down arrow buttons.
Attachments always follow letters unless re-ordered.

Data Options

upload_to_auto_fig1.4.png

Fig 1.5

Data Options

Document Type (if enabled) defines what data can be extracted, and from where in your document i.e. address zone location. Document Type is a list of available data extraction rules.

Document Profile (if enabled) contains predetermined mailing options such as colour model, simplex or duplex, and the application of a fixed back page.

Confirmation Email To - is used for email confirmation acknowledgements. Clicking Use Login will populte this field with your Customer portal Username if it is your email address.

Department - can be used for billing breakdown. Entered either as a freeform entry, or in a pre-configured Department List.

Purchase Order - if separate invoices are required.

Colour Model - select from the various options available for both letters and attachments. if not selected, your account default will be used.

Hold For Preview - check to hold Mailings for your review. If selected, customers must release the mailing from within the portal. Where timed or volume consolidation is used talk to customer service about the best time to review and release your mail.

Double Sided - enforces duplex printing when selected. if not selected, your account default will be used.

Send Confirmation email when your mail is successfully received. Additionally an address list from the mailing, and a PDF of the first letter, can both be attached this email. Contact Bing Customer Service if this is required.

Delivery Type (Regular or Priority mail) - if not selected, your account default will be used.

Click Next to proceed and review.

Review and Submit

From the review screen you can see the document order and data options that have been selected. To change them go Back. When ready click Submit. A Confirmation screen will appear containing a Mailing ID. This is shown along with your account's most recent uploads, and their status, which is refreshed every few seconds. See figure 1.5 below.

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Fig 1.5

The Mailing ID is a link. Clicking on it will switch to the Mailing Search screen and give a detailed view of your mailing. 
As with the Mailroom application, particular attention should be paid to extracted addresses and document length to verify letter separation and address extraction results are as expected.

My Files

This option is used to upload files for Bing Customer Service to act upon (e.g. a company logo or document to test for address extraction), or download files Custoemr Service send to you. Click the Browse button, or drag and drop your file(s) to the Drop Zone to send your document or file. Once the upload is confirmed please advise Bing Customer Service as upload is not monitored.

Please note, files will remain in My Files until deleted.

Send SMS

The SMS screen can be used to send both adhoc SMS to a few recipients, or a personalised campaign to all records in a database. Input is broken into 3 components.

The Destinations section allows Manual Entry of mobile numbers (one per line), or upload of a recipient file.

Fig 2.1

If a data file is uploaded (by dragging and dropping a file to the Drop Zone, or by using the Browse button), a data column display, and options to select the data column containing the destination mobile number or email address (supported for SMS) will display (Fig 2.2). In the example below, this is the field "sms".

If a header record is present in the data, check "First Row is Headings". The column headings appear for selection of the Recipient Column. Select the appropriate column using the drop-down.

Fig 2.2


A hyperlink to a hosted PDF document can be inserted in the SMS message. The PDF must first be uploaded using the Linked Document option.

The SMS Message text is entered in the Template section. Character count displays below the Message window.
Note: Exceeding 160 characters will send one message but incur an additional SMS message charge.

Name: Optional, but required for re-use (see Save). If already created, tan existing template may be selected from the drop-down.
Subject: Optional. This option only appears if there are email addresses in the Recipient Column as it is required for email only (email is supported in SMS).
Replies To: SMS repies can be directed to a specific a mobile number or to Bing. Additional charges apply. If replies are directed to Bing, this is reported via on demand reporting - see the Reporting section.
Sender Label: appears as a transmission name in the recipients SMS message.

 

Fig 2.3

If a data file is used, all fields are also available for insertion in the message body (Insert Data Field drop-down) for personalisation.
Note: if a linked document exists, an additional field 'hyperlink' will be available for selection.

Note: Place the cursor in the position the variable is to appear before selecting. Once a data field is inserted it appears in brackets.

Note: Variables (including brackets) may be moved, copied and pasted.
Character ount does not allow for variable length.

Once created, a template can be Saved for re-use (click Save Template As). If existing, and changes are made, it can also be re0saved or deleted.

Clicking Advanced reveals additional reporting and process options:

Profile: additional production options. Do not use uless instructed by Bing Customer Service
Confirmation Email to: send an email acknowledgement of receipt
Subject/Title: set for historical identification of the campaign. Default title is SMS dd/mm/77 hh:mm. If cleared, the Subject/title becomes the csv file name.
Department List/Department Entry: Used for camapign cost allocation. The Department List field will not appear unless it is being captured from your uploads, or has previously been set up by Bing Customer Service.
Purchase Order: manually entered if applicable.
Hold for Preview: Check box - allows you to review results and release the mailing
Send Confirmation Email: Check box - sends a confirmation of receipt of the mailing to the email address specified in "Confirmation Email to".

Click Submit to send, or Reset to remove all files and settings.