Generating bulk documents from List Builder (fallback fields)

When you need the same document for many contacts at once, use the bulk flow in List Builder. It produces one personalised document for every contact in your list, using a template built with Mail merge fields.

Before you start

• Make sure the template you want has been uploaded to Settings → Features → Document templates.
• Make sure the template was built with Mail merge fields (the type used for bulk documents).

Generate in bulk — step by step

1. In List Builder, build the target list of contacts you want documents for.
2. Go to the final step, Actions, and under Mail merge & document choose Bulk generate documents. Take care not to choose Mail merge aggregation, which sits beside it and combines several contacts into a single document instead of producing one per contact.
3. Work through the three-step flow:
   • Template — choose a template that was built with mail merge fields.
   • Fallback fields — for each listed merge field, optionally set a fallback value to be used when a contact has no data for that field. Leave a field blank if you don't want a fallback.
   • Complete — review the summary of what will be generated.
4. Click Generate (top-right).
5. SwiftFox produces the output and shows a success banner with a download link.
6. Use the banner to download the result.

Understanding fallback fields

• A fallback is a value SwiftFox uses for a contact who is missing data for a given merge field.
• Fallbacks apply uniformly to all contacts missing that field — the same fallback value fills the gap for everyone who lacks it.
• If you don't want any substitute value for a field, leave its fallback blank.
• Setting sensible fallbacks helps avoid awkward blanks in documents where some contacts have incomplete data.

The output

• The bulk flow downloads a PDF that contains a personalised mail-merge document for every contact in your list, combined into a single file.
• Use the link in the success banner to download it.

Tips

• Double-check your list in List Builder before generating, so you produce documents for exactly the right contacts.
• Review the Complete summary before clicking Generate to confirm the template and fallbacks are correct.
• Because the output covers the whole list, it's worth testing your template on a small list first.