Distributing payroll files to employees every month can be a time-consuming task, especially when each file needs to be password-protected for privacy. SQLMessenger provides tools to simplify this process, allowing HR and IT teams to send individual PDF files securely and efficiently. In this guide, we’ll show you how to use SQLMessenger’s “Distribute PDF Files By Email” plugin to automate this workflow.
The image below shows the list of PDF files to be sent in this example.
1. Install the “Distribute PDF Files By Email” Plugin
For the first use, you need to install the "Distribute PDF Files By Email" plugin in "Plugin Manager".
2. Prepare Your File List
Click the "Distribute PDF Files By Email" icon on the MainPage to open the task, then switch to "Information Distribute" page, click the "Download Template File" button to download the template table of the file list.
Fill in the file names to be sent, recipient addresses, email subjects and email bodies in the template table. You can copy your prepared recipient list into the template table here. Ensure that the table contains the fields "Email", "Subject", "Body" and "FileName".
Columns such as "Subject", "Body", and "FileName" can be quickly generated using Excel formulas. For example, in this case:
The Body can be generated with the formula
="Hello "&A2&",
Your January 2026 payslip is attached.
For security purposes, the PDF is protected with a password.
Please let us know if you have any questions.
Best regards,
Payroll Team".
In this example, Column C stores email addresses. Since the files to be distributed are also named using email addresses, the value for the "FileName" field can be quickly generated using the following formula:
="D:\Payslip\2026_01\Payslip_2026_01_"&C2&".pdf"
3. Import the File List
After editing the file list, click the "Import Recipient List" button in SQLMessenger, then import the edited file list from the previous step into the system.
4. Run the Task and Verify
Check if the list content is correct, then click "OK". The system will run this task and generate an email for each file.
After the task is completed, you can spot-check whether the email content is correct on the interface.
You can click the attachment icon to open the file.
5. Approve and Send Emails
After confirming that the email content is correct, click the "Approval & Send" button, then click "Approval All", check "Approved", and click "OK". The system will start sending these emails.
If the "Approval & Send" button is not visible, click the "Refresh" button first.
You can check the email sending progress in "Email & Message Manager".
6. Optional: Other Distribution Channels
While this guide focuses on email, SQLMessenger also supports distribution via Slack or Telegram. Contact SQLMessenger support to get the corresponding task configuration files.
Summary:
By following these steps, HR and IT teams can efficiently send hundreds of payroll PDFs every month, each protected with a unique password. This method saves time, reduces errors, and ensures employee privacy.
Reposted from https://www.sqlmessenger.com/docreader.html?id=601
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