Zero Samples PDF Onboarding Process

Jessica Boere
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Internal instructions for the PDF2EDI team | August 2026

Quick links:

PDF2EDI Projects: New Fields and How to Use Them


What changed

Three new fields now support PDF2EDI projects. Two of them, PDF From Address and PDF To Address, sit at the bottom of the Information section on every Group Seller EDI Project with the PDF2EDI record type. The third, PDF2EDI Error Contact, sits on the Group Seller record.

All three must be in place before a PDF2EDI project can be marked complete. The sections below explain what each field is for, who fills it in, and how.

1. PDF From Address

What it is: the email address(es) the supplier will send their PDF documents from. Our system uses this to recognize and accept the supplier's incoming PDFs.

How it works: this field fills in automatically. You do not type into it. It lists every contact on the supplier's account that has the contact type PDF Sender.

To populate it:

  1. Open the supplier's Account and go to their contacts.
  2. Add (or edit) the contact who will be sending the PDFs and set their contact type to PDF Sender.
  3. Return to the PDF2EDI project. The PDF From Address field now shows that contact. If more than one contact has the PDF Sender type, all of them are listed.

Multiple or unknown sender addresses: if the supplier will send from several email accounts, do not add every address. Instead, create one contact using the pattern domain@domain.com (for example, if LBMX were the supplier, lbmx@lbmx.com). This signals the EDI analyst to set up the whole domain (in the example, anything from @lbmx.com) rather than individual addresses.

Supply Cloud projects: for PDF2EDI projects on Supply Cloud, the Supply Cloud team will complete this setup.

Before completion: the project cannot be completed until the account has at least one PDF Sender contact configured.

2. PDF To Address

What it is: the email address the supplier must send their PDF documents to, in other words our receiving inbox for this project.

How it works: this field is entered manually for now. Automation based on a formula is planned for a later date.

To populate it:

  1. Open the PDF2EDI project and go to the bottom of the Information section.
  2. Type the receiving email address into PDF To Address.
  3. Double check the address before saving; this is the address we give the supplier, so a typo here means their documents go nowhere.

 

Before completion: the project cannot be completed until this field is populated.

3. PDF2EDI Error Contact

What it is: the person at the supplier we contact when a PDF fails to process. It lives on the Group Seller record and replaces the old Rebate Contact field, which is no longer in use since we are not currently pursuing rebates.

To populate it:

  1. Open the Group Seller record.
  2. In the spot where Rebate Contact used to be, select the contact who should receive error notifications for PDF2EDI documents.
  3. Pick someone who can actually act on a failed document, typically the person managing the supplier's invoicing or the PDF Sender themselves.

Supply Cloud projects: for PDF2EDI projects on Supply Cloud, the Supply Cloud team will populate this field. 

 

Before completion: the PDF2EDI project cannot be completed until this field is populated on the Group Seller record.

Quick checklist before completing a PDF2EDI project

Check Where
At least one contact on the account has contact type PDF Sender (or a domain@domain.com contact for multiple senders) Supplier Account contacts
PDF From Address shows the correct sender(s) PDF2EDI project, Information section
PDF To Address is filled in and verified PDF2EDI project, Information section
PDF2EDI Error Contact is selected Group Seller record


Configurator to Salesforce API Automation
 

Overview

The Configurator-to-Salesforce API automatically updates the Testing milestone on PDF invoice projects when the first PDF is successfully accepted in Doc Manager
 

How it works

When the first PDF for a customer is accepted in Doc Manager, the Testing Complete checkbox is triggered in Configurator. This new API will then:

  • Use the Salesforce Account ID linked to the customer profile in Configurator
  • Find all Salesforce projects linked to that customer
  • Mark the Testing milestone as complete on each project
  • Display an immediate notification in Doc Manager confirming whether the update was successful

This functionality will apply immediately to all PDF invoice projects, including both new projects and projects already in progress.

Successful update notification:

 

What This Changes

Once the feature is deployed, you should no longer need to find the customer’s Salesforce project and manually mark the Testing milestone as complete.

This will help keep Production and Salesforce synchronized, particularly when:

  • Another analyst accepts a PDF for a project assigned to you
  • A project is ready for Production but has not yet been updated in Salesforce
  • You are monitoring several customers that are waiting for their first approved file

Important Notes

  • Only the Testing milestone is updated automatically.
  • Projects are not automatically completed in Salesforce.
  • The Salesforce Account ID must still be configured correctly in Configurator.
     

If an error appears

You may receive a notification stating that the account, project, or milestone could not be found or updated.

Error notification:

  1. Confirm that the correct Salesforce Account ID is linked to the customer profile in Configurator.

  1. Confirm that the project exists in Salesforce and is set up correctly.
  2. If everything looks correct, manually mark the Testing milestone as complete in Salesforce.
  3. Message me with details if the issue continues or if the update appears incorrect.

The PDF itself will continue processing as usual. The error only means that the Salesforce update was unsuccessful.

As a reminder, adding the Salesforce Account ID in Configurator remains part of the existing project setup process.

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