Product communication allows you to link documents to products and automatically share them with customers. Think of general terms and conditions, product sheets, or informative attachments that are visible in the customer portal, during move-in, and in welcome emails.
You can find this component via Configuration → Communication → Product communication.
Product communication is important to:
automatically inform customers about product conditions
to ensure consistent documentation per product
to correctly present multilingual attachments
What does this part show?
The Product Communication page shows an overview table with all product attachments within your organization.
Per row you see:
Product – The name of the product (clickable to product details)
File – File name and internal identifier
Validity – Start and end date the attachment is active
Languages – Icons that indicate which languages a file is available for
Options – Visual indicators for:
Visible in customer portal
Approval required
Visible when moving in
Validity status
Included in welcome email
You can filter by product, approval, visibility (portal/move-in), validity and search by file name.
Layout
Product attachments (overview)
The table supports:
search by file name
filters per property
direct actions per attachment (edit, download, delete)
In the absence of attachments, an empty status is shown with an invitation to add a first attachment.
Actions
Creating a product attachment
Click Add
Select the product
Upload a file for the default language (required)
Optionally add translations for other languages
Set visibility and options
Click Add to save
Example
You link Terms_and_Conditions.pdf to the product Electricity Basic, with:
validity: 1 jan – 31 dec
visible in the portal
visible when moving in
approval required
included in welcome emails
Edit and delete
Edit – Modify file, validity, visibility or languages
Delete – Permanently deletes the attachment (including all languages)
Download – Download a specific language version
Changes are immediately visible in the portal and in new contracts.
Visibility Options & Logic
Visible in customer portal
Customers can view and download the document
Only active within the set validity period
Validity
Start and end dates determine when the attachment is active
No expiry date = unlimited validity
Visible when moving in
The attachment will be shown during the move-in process
Suitable for conditions or mandatory information
Approval required
Only available if Visible when moving in is enabled
The customer must explicitly confirm that the document has been read
Include in welcome email
The attachment is automatically added to welcome emails
Works independently of portal visibility
Multilingual support
For each supported language you can upload a separate file version
The customer automatically sees the file in his preferred language
If there is no translation:
the default language is used as a fallback
Example
EN, FR, NL available → customer sees own language
DE not available → English standard version
Behaviors & Synchronization
When assigning a product to a contract:
Product attachments are automatically synchronized
In case of changes:
These are immediately visible in the portal
Existing contracts may require an update to view new attachments
When removing:
the attachment disappears from all contracts and the portal
Situation | Behavior |
Attachment not visible | Check validity, portal option and product link |
Approval required not available | First activate visibility when moving in |
No end date set | Attachment is valid indefinitely |
Attachment removed | Disappears from portal and contracts |
Why don't I see my attachment in the portal?
Check that portal visibility is enabled, the date is valid, and the product is linked to the contract.
Can I edit an attachment after customers have seen it?
Yes, changes are allowed and take effect immediately.
What happens when I delete an attachment?
The attachment will be completely removed from products, contracts and the portal.
Why can't I check "Approval Required"?
This option requires Visible upon move-in.
How do I add multiple languages?
First upload the default language and then add a file for each language.
What file types are allowed?
Common document types such as PDF and Word (depending on organization settings).
Will existing customers see new attachments?
New attachments are synchronized with contract updates; existing contracts may need to be updated.
Product Attachment – Document linked to a product
Portal Visibility – Display in the customer portal
Moving – Start of a contract at a location
Approval required – Customer must confirm document
Validity Period – Period during which an attachment is active
Welcome email – Automatic email at start of contract
Default Language – Language used as fallback