It is relevant for you if you create or update many contacts at once through an import instead of ticking the boxes manually on each contact.
To learn how to download, fill in and import the template itself, see here.
Write the document names in English
Always write the document names in English in the import template, even if you use tracezilla in another language. Write them exactly as they appear in the tables below: with a capital letter at the start of each word and no spaces between the words.
The spelling has to match. If you write Creditnote instead of CreditNote, you get an error message when you import, and the setting is not saved.
Add several documents to the same contact
You can send more than one document to the same contact. Write all the document names in the same cell and separate them with a comma:
Invoice, CreditNote, DeliveryDeliveryNote, InvoiceProforma
The list replaces the documents the contact already has. It does not add to them. If you enter only OrderDeliveryNote for a contact who currently receives Invoice and Sales Confirmation, that contact then receives the delivery note only. So always write the full list of documents the contact should receive — including the ones already ticked.
The column does not add documents. What you enter replaces everything the contact had before, and you cannot undo the import. Write the full list, or write KEEP to leave the settings untouched.
Write the names in English with exact spelling, just as you would for a single document. One misspelled name in a list stops the entire import.
Keep or remove the documents already selected
The column can also hold two special values instead of document names. Write both in capital letters:
KEEP – tracezilla keeps the documents already ticked on the contact.
NONE – tracezilla removes every tick on the contact.
If you leave the cell empty, nothing happens. An empty field does not update the settings on the contact.
Document names you can enter in the template
The table shows what each document is called in tracezilla and which name to write in the import template. Write the values exactly as they appear here.
Document in tracezilla | Enter this in the template |
Certificate | PartnerCertificate |
CMR | DeliveryCMR |
Credit Note | CreditNote |
Debit Note (Purchase) | OrderDebitNote |
Delivery Note | DeliveryDeliveryNote |
Delivery Note (Order) | OrderDeliveryNote |
Document template | CustomTemplate |
Draft | OrderSalesDraft |
Invoice | Invoice |
Invoice (Draft / Proforma) | InvoiceProforma |
Picking List | DeliveryPickingList |
Product Catalog | PartnerSkuCatalog |
Production Order | OrderProductionOrder |
Proforma Invoice (Order) | OrderProformaInvoice |
Purchase Confirmation | OrderPurchaseOrder |
Purchase Contract | ContractPurchase |
Release Note (Delivery) | DeliveryReleaseNote |
Release Note (Order) | OrderReleaseNote |
Request for Confirmation (Purchase) | OrderPurchaseRequestForConfirmation |
Request for Confirmation (Sales) | OrderSalesRequestForConfirmation |
Request for Quotation (Purchase) | OrderPurchaseRequestForQuotation |
Request for Quotation (Sales) | OrderSalesRequestForQuotation |
Return Order | OrderReturnOrder |
Sales Confirmation | OrderSalesOrder |
Sales Contract | ContractSales |
Sales Quote | OrderSalesQuote |
Shipping label (Integration) | IntegrationShippingLabel |
Transport Booking: Ordinary | DeliveryTransportBookingOrdinary |
Transport Booking: Refrigerated | DeliveryTransportBookingRefrigerated |
Warehouse Order | OrderWarehouseOrder |
GS1 pallet labels | DeliveryGs1PalletLabel DeliveryGs1PalletLabelSingle |
How the setting looks on the contact
You can apply the same setting manually on a single contact:
Go to the partner and open the contact.
Under Email these document types to contact, tick the documents the contact should receive.
Click Save.
Use the import template when you need to set up many contacts at once, and the checkboxes when you only need to change a single contact.