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Quick Guide: Sending Mail Digitally with DHL Hybridbrief (E-Post)

Overview

This quick guide shows how letters can be sent directly from business processes. Without printer or postal service. Whether invoices, reminders, or serial letters: Pantarey automatically hands documents over to Deutsche Post, where they are printed, enveloped, and delivered. This way, traditional mail delivery becomes part of digital workflows secure, convenient, and fully automated.

Use Case

DHL/Post's Hybridbrief enables commissioning physical letters directly and digitally. Pantarey automates this process completely: A document is generated as PDF, transmitted to Deutsche Post's API, and there printed, enveloped, and delivered as an actual letter. This eliminates manual printing, enveloping, and franking ideal for recurring or automated business processes.

Why This Matters

  • Time Savings: No manual printing, no postal procedures necessary
  • GDPR-Compliant: The entire dispatch occurs via certified processes of Deutsche Post
  • Seamlessly Integrated: Automatic integration in BPMN processes of Pantarey
  • Flexible: Usable for any documents: invoices, reminders, notifications, or contracts

Prerequisites

Hybridbrief Premium Task: Dispatch occurs via an add-on function of Pantarey and is not included in the basic scope.

Info

No separate contract with Deutsche Post or DHL is necessary Pantarey handles the complete dispatch process in the background. The corresponding service task "Send Hybridbrief" must be ordered in Pantarey and deployed in the process.

Quick Start: Using Template

Templates Document Dispatch DHL Hybridbrief

This template already contains all steps: - Generation of a PDF document from process data - Handover to service task "Send Hybridbrief" - Logging of dispatch status in the process

Access credentials and optionally the sender name are adjusted in the configuration field.

Step by Step (without Template)

  1. Generate PDF: A service task for document creation is inserted in the process.
  2. Add API Task: The service task type "Send Hybridbrief" is used.
  3. Store Credentials: DHL API credentials are entered in the task configuration field.
  4. Define Dispatch Parameters: Recipient address, sender, and layout options (e.g., duplex printing) are defined.
  5. Check Status: After execution, dispatch status is automatically saved in the process log.

Best Practices

  • Dispatch is initially tested with sandbox credentials from Deutsche Post.
  • Custom letterhead templates are used for a professional appearance.
  • Dispatch is combined with conditions (e.g., dispatch only when status = "overdue").

FAQ - Frequently Asked Questions about Digital DHL E-Post Dispatch with Pantarey

Is a separate contract with Deutsche Post or DHL required?

No. Pantarey handles the entire dispatch process as a service provider. No separate registration with Deutsche Post is required everything runs via the Pantarey account.

What costs are incurred for dispatch?

For each dispatched letter, postage and service costs apply. These are billed transparently via Pantarey, without additional contracts or minimum quantities. More information in the overview sheet.

Can dispatch be tested in advance?

Yes. Dispatch can be tested via a test mode. The letters are then sent to an email address as an attachment. There they can be reviewed.

What documents can be sent?

Basically all PDF documents: such as invoices, reminders, or info letters.

Can international letters also be sent?

Yes, Deutsche Post supports international shipments. Additional costs may apply. The corresponding country code is specified in the service task.

How is dispatch status documented?

Letter shipments receive a unique identifier. This can be queried via a service task in Pantarey.

How secure is the dispatch?

All data is transmitted encrypted and processed exclusively in Germany. Dispatch follows Deutsche Post's security standards.

Is own infrastructure required?

No.

Can custom letterheads or logos be used?

Yes. Any PDF files can be sent. Including those generated via Pantarey itself.