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You can send a document template to a large group of people using our mailmerge feature. The document can be signed by one or two signees. To run the process properly you will need to prepare a CSV file, add appropriate variable names into your document template, your template name and your welcome message.
The overall principle of mailmerge is simple: read a line of data from a CSV file, find the corresponding variables in the document template and the email message, replace the variables with values, produce a PDF document and send it for signing to appropriate email addresses applying global e-signature settings. Then read the next line in the CSV file and repeat until you reach the end of the file.
Here are the steps:
1. Configure the document template
You can add bespoke variable names to the document template name and its body. For example, a document template name could be "Engagement letter for {First_Name} {Last_Name}" so that after you run the mailmerge all signed versions of the document can be easily identified. See the example here:
There are two types of variables:
a. Variables enclosed in {} will be replaced with data from CSV file. Use these to customise the document with bespoke names, addresses etc.
b. Variables enclosed in [] will be replaced with e-signature fields and presented to the signee to fill. There are only a few variables of this type that are allowed: [#signature.1#], [#date.1#], [#text.1#] for the first signee and [#signature.2#], [#date.2#], [#text.2#] for the second signee.
If some information is missing from your CSV file and you would like a relevant signee to provide it instead, you will need to append a relevant variable name in the document template with the following code:
{^Variable_name}[#text.1#] {/Variable_name} for the first signee and {^Variable_name}[#text.2#] {/Variable_name} for the second signee.
For example, if the variable is "Birth_place" and you would like the first signee to provide it in case it is missing from the CSV file, find {Birth_place} in your template and append it with {^Birth_place}[#text.1#]{/Birth_place}. If you are after date of birth instead, use [#date.1#] or [#date.2#].
What you are doing here is simply saying "find a variable called {X} in the CSV file and if you succeed, replace it in the document template with its value. If you don't find it, ask signee 1 or signee 2 to provide it as text or date".
Here is an example table that needs to be populated by variables from the CSV file and complete and signed by two people:
2. Configure the CSV file
You can create a CSV file in MS Excel and other spreadsheet programmes. CSV stands for "comma separated values" and is a simple text format.
Each column in the CSV file needs to have a heading that corresponds to the variable name in the document (each variable needs to be inside curly braces in the document template but does not need to have braces in the CSV file).
As previously mentioned, up to 2 signees are allowed. The column heading for the first signee needs to be 'email'. The column heading for the second signee needs to be 'email2'.
3. Configure the welcome message
You can use {} variables in the welcome message to customise the greeting or the email heading. For example, if a message says "Dear {First_Name}", and the CSV file has a column called First_Name, we will replace the variable with the real name.
4. Send mailmege
After you upload the CSV file, fill the welcome and thank you messages and click "Send for signing by mail merge" button we will start reading it, replacing variables with values, creating documents from templates and sending e-signature requests to appropriate email addresses.
You can find "Send for signing by mail merge" button in two places: to the right of the document template name and once you open the document template, on the top of the panel as shown below:
You will be able to view the progress and status of all outstanding transactions in "MySignatures" dashboard.
Please note that by default we will file signed documents next to the original template. If you want the signed version to be filed elsewhere, you need to (1) create a contact, (2) create a folder/portal for filing and (3) associate that folder/portal with the contact.
Pricing
A. Subscription clients
Mailmerge is a premium service.
We will charge you £0.25 or equivalent per line in the CSV file.
For example, if the file has 50 lines you will be charged £12.50 + VAT (if applicable). To let you test the service we will not charge you if the CSV file has fewer than 4 lines.
B. AppSumo clients
Mailmerge is a premium service.
We will charge you £1.00 or equivalent per line in the CSV file.
For example, if the file has 50 lines you will be charged £50 + VAT (if applicable). To let you test the service we will not charge you if the CSV file has fewer than 4 lines.