Bulk sending allows you to easily send one document to many recipients all at the same time, where each recipient receives their own unique individual copy. You can import recipients using a formatted .csv file, or you can add your recipients manually one at a time.
Though the ability to send hundreds of documents at the same time (bulk sending) can be a powerful tool for organisations, it is important to understand how the feature works and to test your data with a small sample size first, before committing to a full send.
Preparing your template for a bulk send
To start a new bulk send, you will need to have an existing template ready in your account. Templates used for bulk sending generally don’t have anything unique about them, though we recommend using short and simple names for your roles as this will make your .csv file generation as easy as possible.
When your template is ready:
- Open your templates dashboard page from the sidebar.
- Click the Actions dropdown button next to your template.
- Select Bulk Send from the menu.
Manually adding a recipient list
If you would rather add your recipients one-by-one than spend the time formatting a .csv file, you can do so by clicking Add recipients manually. This will remove the upload file form and display a single row for each recipient your bulk send will be sent to.
Depending on what additional recipient fields have been set up on your template, for example: a private message or a redirect path, these fields will be shown with each row. Each recipient must still be given a first name, last name and email address before your list will be accepted.
As you start entering the information for your recipients, automatic validations will begin highlighting each row with a red border when one of the mandatory fields has not been completed.
Uploading recipients via .csv
Before proceeding with this section, it is expected that you have a basic understanding on how .csv files work. To learn how .csv files work we recommend reading this article.
To get started with a new .csv file, we recommend downloading the .csv template by clicking the link underneath the file upload form. This file will be customised based on the fields that you have set up on your template, meaning you can merge the data cells from an existing spreadsheet to the provided columns knowing your file will be formatted correctly.
The generated .csv template file will show each field for a recipient under the Role:: Field header. In the example below, we have a Buyer and a Seller role which produces the following headers:
As per .csv standards, if one of your data cells contains a comma you must wrap the entire cell in quotations.
Customising the document fields
Above the recipients section of a bulk send, there are multiple document fields that will be inherited from what has been set up on the template. These document fields will be applied to every single recipient that you add to your bulk send.
With these fields you are able to:
- Select which branding should be applied to every document.
- Select which folder every document should be moved to upon sending.
- Customise the name of the sender for every document. (for more information on this field refer to the Sender Name here.)
- Enter the generic document title and message to recipients for every document.
To customise these fields for each individual recipient uploaded with your .csv file, you will need to supply an additional set of headers with each row. For example, to customise the document title for each recipient, you will need to provide the Document:: Title header. A full list of these headers is below.
- Role::FirstName* – The first name of the recipient.
- Role::LastName* – The last name of the recipient.
- Role::Email* – The email address of the recipient.
- Role::Message – The private message for the recipient, this field will override the document message.
- Role::Redirect – The redirect path to navigate the recipient’s web browser to when they have finished electronically signing the document.
- Role::RedirectVoid – The redirect path to navigate the recipient’s web browser to after they decline the document.
- Role::Password – The passcode set for the document and recipient.
- Document::Title – The document title.
- Document::Message – The document message that will be used for all recipients in the row, unless a private message has been set.
- Document::FolderID – The identifier for the folder that the document will be moved to upon sending, you can locate the folder identifier by clicking Edit on your folder.
- Document::BrandID – The identifier for the brand that should be applied to the document. You can locate the Brand ID by clicking Branding in your sidebar, on the left of each brand you will find the Brand ID.
- Document::Sender – The name of the sender that appears in the Sender card. For more information about the sender card, click here.
Fields marked with an * are required.
If you provide any of the listed document fields for a row, you must provide the field for every row in the list.