Create PDF's with specific user info from different sources

Hi All - Been racking my brains for a while on this one and tried several different methods....Just about pulling what hair I have left out!

OK, so in my flow (which is somewhat large), I create 4 different PDF documents: Doc 1 contains information A, Doc 2 Contains information A and B, Doc 3 contains information C and Doc 4 contains information D. Doc 1 and 2 contain similar data fields, but 3 and 4 are completely different. It is possible that a Recipient in Doc 1 is also in all the other docs, only some of them or just 1.

I have these 4 flows going into a Summarize tool, which Groups Recipient, Recipient Email, Filepath and Text. This then feeds to the email tool where I attach the correct filepath etc..

What is happening though is that when the emails are sending, it is sending individual emails to the recipients with 1 PDF file. What I need to happen is twofold:

1. Where there is a recipient in more than one of the documents, I want it to just send 1 email

2. If the recipient is location in 3 PDF's, I dont want 3 PDF's attached to the email, but rather 1 PDF with the 3 documents shown.

Is this possible?

Unfortunately due to company restrictions I cant supply screenshots of data, but if any further information is needed I will try my best to supply / explain.

Thanks in advance

Reporting

Custom Tools

Preparation

Accepted answers

MattBSlalom

A screenshot of your workflow (specifically the PDF & Email sections) would probably help my understanding, but hopefully this will be helpful anyway.

In my sample, I'm creating 4 datasets. Each one uses a Table tool from the Reporting tool Palette configured to "Group By" the Recipient field. This results in generating a Table per DataSet per Recipient.

Then use a Union to bring all those Tables together for use in a Layout tool from the Reporting tool Palette. The Layout tool is configured for Layout Mode "Each Group Of Records" with the Recipient field selected in the "Group By" list. The Layout Configuration setting for Orientation is set to "Vertical with Section Breaks". This will result in 1 record per Recipient with a Layout object that contains all the relevant Table objects associated to that Recipient.

Then a Render tool is used to create the PDF files. The Output Mode is set to "Choose a Specific Output File" with the Output File path set to a location & generic PDF name. Finally, the "Group Data Into Separate Reports" option is checked within the Render tool, the Recipient field is selected as the "Field To Group On", and the "Modify Filename By" is set to (in my sample) "Appending Group To Filename". This results in each Recipient having a single PDF file generated that contains all relevant dataset tables associated with the given Recipient.

Generate PDF per recipient.yxmd

MattBSlalom

The Report Header tool is really used for a File/Document level header; something that's repeated on each page. I think what you're looking for is just to add a title above each of the Tables.

For that we'll just use the Report Text tool instead. After setting them up for each table, we'll add a Layout tool per Table & title Text where we specify to arrange those 2 objects Vertically with the Text first, then the Table. Now, the results heading into the Union are 1 Layout object (containing the Title & Table) per dataset per recipient. Updated sample workflow attached.

Generate PDF per recipient.yxmd

MattBSlalom

In the 4 Layout tools, it's just a matter of reordering the fields in the "Per Row Configuration" with the Up/Down arrows.

JTB76

Hi Matt - All good now thanks. I just added a Unique tool after the last join and that seems to have resolved the multiple email issue. Thanks again

All comments

MattBSlalom

A screenshot of your workflow (specifically the PDF & Email sections) would probably help my understanding, but hopefully this will be helpful anyway.

Generate PDF per recipient.yxmd

JTB76

Hi Matt! You have no idea how appreciative I am......It worked like a treat, so thanks!

I do have another, smaller issue with the same flow. Managed to take a screenshot of this (Only one of the flows for reference).

I need to be able to add a header to each table that is being compiled into the one PDF so that it is easy to distinguish between the different tables.

I tried to do this as per attached, but when it comes to the Layout tool, I can only choose either the Table or the Header......I need both. Do I need to put the header somewhere else? THanks

Header Issue.docx

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