In this article, you will learn how to assign a custom file name to each document template and send published documents as a personal download link in emails and SMS messages.
REQUIREMENTS
Before you start, you need:
- at least one document template in the event
- a document with the status Published for download links
- access to the event's email and SMS templates
ASSIGN FILE NAMES BY DOCUMENT TEMPLATE
Each document template has its own field for the file name. This allows guests and your team to immediately identify from the downloaded file whether it is a ticket, invoice, or confirmation.
- In the event, open the Documents section and then the desired document template.
- In the settings, enter the desired naming pattern in the File name field.
- Use Add Placeholders to insert the required placeholders, such as event name, contact name, or guest code.
- Save the template by clicking Save changes.
| Naming pattern | Result |
|---|---|
| Calendar file {{event.name}} - {{contact.full_name_last_first}} - {{guest.code}} |
Future Symposium - Mustermann, Anna - A1B2C3 |
|
Important: The {{guest.code}} placeholder is always part of the file name. This keeps the files unique for each guest and template, even when multiple guests have the same name. |
WHERE THE FILE NAMES APPLY
The assigned names are used wherever documents are delivered:
- when a guest downloads a document individually
- when downloading documents in bulk from the guest list; the ZIP archive contains each guest's files with the correct name
- for documents delivered by email or provided as a download link
SEND DOCUMENTS AS A DOWNLOAD LINK
Published documents for an event are available in the placeholder selection of the email and SMS templates in the "Documents" section.
- Open the desired email or SMS template.
- Open the placeholder selection and go to the Documents section.
- Insert the placeholder for the desired document in the appropriate location.
For each recipient, the placeholder generates a personal, signed download link—even when sending messages in bulk. This means that each recipient receives exactly the document associated with their booking.
| Caution: The download links are personal. Do not share them and use them only in messages to the respective recipient. |
| Note: If a document is unpublished or deleted, the placeholder is no longer available for selection and will be output as empty in saved templates. Check your templates when you remove a document from publication. |
HAVE QUESTIONS?
If you have any questions, our Customer Service Team is available to assist you.