How do I send the same document to many signers?
Bulk Send is a feature that allows you to send the same documents at once to a list of clients, separately. Here are some of the most common uses for bulk sending :
- Broker Appointment Letters (Financial Advisors)
- Employment contracts or amendments (HR)
- Policy acknowledgments (e.g.POPIA consent)
- Client onboarding forms or FICA verification
- Enrollment or registration forms (Education / Training)
- Training completion acknowledgments (Education / Training)
- Customer agreements or renewals (Business / Legal)
- Any forms needing custom information using the same backing template
How it works:
A spreadsheet containing your client data can be merged with a saved template on QuicklySign, allowing you to send one document to hundreds of recipients - each receiving a personalized version to fill out and sign.
Your spreadsheet (CSV file) can be exported directly from your database, or you can download a blank version from the QuicklySign template as a guide for setup (recommended).
Once your spreadsheet is ready, simply merge it with your chosen template and send as many documents as needed in a single action.
Getting Started:
Setup a template
Upload a template by clicking on the "new document" button and select "use an existing template" option in the dropdown.
Then click the "Upload new template" button to upload the pdf directly into the template list.
You will need to place fields/boxes on the document and assign them to a signer at the top Or leave assigned to Me(now) if you will be prepopulating this via your spreadsheet.)
Be sure to name each text field accordingly as this will soon be extracted as a CSV Spreadsheet as a guideline to ensure your data speaks back to the template when the spreadsheet is generated.
Please see video below on uploading a template and naming fields:
Preparing a CSV file of the client data required
Once your template has been created, please extract the CSV Spreadsheet.
If this is your first bulk send rollout, please extract a CSV Spreadsheet directly from QuicklySign to help articulate your data required for the rollout. For this, click VIEW to edit your template > Download Bulk send CSV Template:
Start populating your spreadsheet with the information required - once complete this will be uploaded back into QuicklySign to start the bulk send process (Much like a mail-merge).
Note: Save this spreadsheet as a regular spreadsheet for now (.xlsx) until you are ready to export into QuicklySign - this will then need to be saved as a CSV (UTF-8) format once you are ready.
Rolling out your Bulk Send:
Now that your template and spreadsheet is ready, we’re able to run the bulk send rollout!
Click Bulk Send > Create a new session:
You can send your bulk documents in multiple batches if you need to use different templates or data sets. For best results, keep each spreadsheet to around 1000 rows. It makes the process smoother and keeps data extraction manageable.
The rollout is broken down into three steps:
1. Uploading your saved CSV File (Who must Sign)
2. Linking the spreadsheet to the template (Set up form)
3. Previewing your roll out and Delivering to all parties (Send)
1. Uploading your saved CSV File (Who must Sign)
2. Linking the spreadsheet to the template (Set up form)
Select the Template you’d like to link your spreadsheet data to and begin mapping (linking all the data):
3. Previewing your roll out and Delivering to all parties (Send)
You will be able to preview your mapped data one more time before rolling out the bulk send session
Once you have rolled out your documents in bulk, you will be redirected to the status page which allows you to track (and extract) your documents and data.
Tips:
- Create a new workspace when sending in bulk to manage and track your documents effectively - This avoids clutter within your account
- Always review your spreadsheet for duplicate details, typos & correct mobile number formats. (Please use "+27" Or '0 for mobile numbers - ensure the full number is visible)
- If you are not complete with your spreadsheet, provisionally save as (.xlsx) format instead to avoid losing formatting and data. Once you save as a CSV, you are not always able to access the spreadsheet easily
- Important to save final spreadsheet as CSV (UTF-8)
- Preselecting check boxes? Use the word "checked" to place a tick where needed in your spreadsheet
- Please do not flag any Me(now) fields as Required during the setup process. However, fields assigned to other signers may be made Required where necessary.
Note: Please note that this is a Paid feature for Regular QuicklySign users. To access this functionality, please contact us on Support@quicklysign.com - our solutions team will provide you with pricing based on your needs and provide any assistance you may need.