Bulk Send Documents for Electronic Signature

Bulk inviting means you create a single template then upload a list of people you’d like to invite.

Create a Template

In order to make use of the Bulk Invite feature, you must be inviting from a template. If you have not yet uploaded a document, do so before proceeding.

Make Sure Requirements Are Met

After you’ve created the template, there are a few other requirements that must be met before the Bulk Invite feature is accessible. They are as follows:

Requirement 1: Set Up Roles On Your Template

There must be at least one role created in your template.

1. Open the template
2. Click on any field from the Fields section
3. When prompted, enter a name for the first role
4. You can click on Add Signer if you ever have other signing roles (then click on Done)
5. Insert your desired fields wherever you need them
6. When finished, click the green Done button

Requirement 2: Ensure Only One Role Is Unassigned

If you have added more than one role, you must ensure that you either:

1. Enter a fixed email address OR
2. Click in the Sender checkbox (the person who logs in to invite becomes that role)

1. Navigate to your template
2. Hover over its name
3. Click More — Edit Signing Order
4. Enter a specific email address or click the checkbox for Sender for all but ONE role
5. Click Save Settings

Requirement 3: Lock The Signing Order

If you have only entered a single role, then will automatically lock the signing order for you. If you have added more than one role, however, you MUST click on Save Settings (as shown above) to lock that signing order.

(Optional) In Preparation: Create A Sub-Folder in The Archive

In Step 4 below you will choose a sub-folder within your Archive folder in which to store documents from the Bulk Invite. It can not be created at that time so if necessary please do so before beginning the Bulk Invite process.

1. Click on Archive in the left sidebar
2. Click on New Folder
3. Give your new folder a name when prompted

You’re Ready To Send The Bulk Invitation

Bulk Invite Step 1: More — Bulk Invite

Navigate to your Templates folder, hover over the appropriate template and click on the More button on the far-right. Then select Bulk Invite to begin the process.

Bulk Invite Step 2: Enter Recipients (CSV Upload or Manually)

You can either upload a CSV (comma separated values) file that contains a column with all of the email addresses or enter them manually into the empty box.

You can also copy a list of email addresses there, and the following should all work:

1. Space between email addresses
2. Pressing the tab key between email addresses
3. Typing a comma between
4. Typing a semi-colon between

Bulk Invite Step 3: Choose Document Name

The name you choose here will be prepended to the signer’s email address to create the document name. So if you invite t.sawyer@company.com to sign (and they are the first in the list), and enter BillOfSale the document name will become BillOfSale_0_t.sawyer. NOTE: The number increases with every additional invited signer.

Bulk Invite Step 4: Select Destination Folder

Pick a folder that exists in your Archive folder, to store all of the signed documents. Ideally, you would select a folder that is unique to this set of invites so you can more easily view/track those documents. Creating a folder called “Bulk” in your Archive folder and choosing it every time will lead to an abundance of different documents in there, for example.

Bulk Invite Step 5: Click On Send Now

When you click on Send Now the invites immediately go out. You can also customize the message and/or the subject before sending.

Viewing/Tracking Documents From Bulk Invite

1. You can navigate to the sub-folder that was created within your archive and see the status of each of your documents (document name, who was invited and whether they have signed)

2. You can click on the same More button that you used to access Bulk Invite and instead select View Documents. This allows you to see all of the documents that have been produced from that specific template.

3. There is an optional CSV that you can download that contains the following information for each document: document ID, document name, date created, date updated, invitee.

Archiving documents within your digital workflow

When you decide to digitize your business operations and make them full paperless, organizing your online workplace in the most convenient way becomes no less important than organization and design of your physical office. In a nutshell, you would want to have more free space and you wouldn't want to spend time on scrolling through dozens of the previously used documents.

Deleting older files for good is NOT an option for so many reasons, potential future use of the same documents as templates being only one of them.

Archiving documents is a handy alternative to deleting. In airSlate SignNow, archiving can be carried out for a separate document or in bulk, for multiple documents.

Archive in airSlate SignNow can be organized in multiple folders and sub-folders.

This means you can arrange your archives by years, or projects, or types of activities, or departments, or in any other way convenient for you.

Archiving one specific document is a one-click operation. See the screenshot.

However, when it comes to rearranging your digital workspace, you would probably prefer archiving multiple documents at the same time. In this case, go to Documents and click Bulk Archive button at the top of your Documents list.

Then you can select the folder for archiving and set the time range of the documents to be archived.

Whenever you need to return to an archived document, you can always unarchive it in one click.