The correct document and the wrong recipient selection
A fictional team prepares a personalized appointment letter using a main document and a spreadsheet recipient source. The merge field names match the source headings, but two rows have no appointment time and an old selection includes a former client. The document has tracked revisions containing internal review comments. A colleague argues that a successful preview of the first record proves the entire merge is ready and that exporting toPDFautomatically removes every hidden issue. The team has not been authorized to send anything in this exercise. The task is to identify the checks needed before distribution, distinguish a source document from its fixed-layout export and maintain the actual recipient’s privacy without inventing a universal retention or legal-notice period.
1. What should be checked before producing the final recipient copies?
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Verify the intended selection, former-client exclusion, missing appointment fields and representative/boundary output records. Check the actual review state and any information that should not be distributed under the applicable policy.
2. DoesPDFexport automatically prove a safe final result?
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No. Inspect the actual exported content, pages, metadata/review information and intended recipient copy. A fixed-layout format does not itself approve the content or guarantee that every source issue disappears.