Templates and bulk sending: how to send the same document many times

If you send the same document to different people again and again (an NDA, a policy acknowledgement, a standard supplier agreement) setting it up each time is wasted work. Templates in Request Signatures solve that.

What a template saves

• The documents, exactly as they were.
• Every field, where you put it, what it is labelled, and who it belongs to.
• The message to signers and the document title.
• The settings: signing order, how long the link stays open, reminders.
• The recipients, turned into roles.

That last one is the interesting part.

Roles instead of people

In a normal request you type "Maria Santos, maria@example.com". In a template you name the part instead: "Client", "Manager", "Head of Department".

Each time you use the template, you fill in who is playing each part this time.

You can also mark a role "Always the same person" and fix a name and address to it. Typical for a template where your own finance director always countersigns, but the customer changes every time.

Making one

Two ways:

• From a request you are about to send: on the review step, choose *Save as template*. You name it and name each role.
• From scratch: choose *New template* above the upload box, upload the documents, name the roles, place the fields.

Templates are private to your account. Nobody else sees them.

Using one

Press Use and it opens as a fresh request with everything already in place. Fill in the people, change anything you like (it is an ordinary request from that point) and send.

Bulk send

This is the one that saves real time. "Each row becomes its own request, with its own signers and its own signed copy. Everyone on it is emailed as if you had sent it by hand."

Crucially: these are separate requests, not one document with fifty names on it. Each recipient sees only their own copy, and each gets its own signed file and certificate of completion.

How it works

1. Get the columns right. Download the CSV template from the dialog. It has a name and an email column for every role, plus one column per text field the list can fill in. Roles with a fixed person can be left blank.

2. Fill it in. One row per request. A spreadsheet is the easiest way; save it as CSV. You can also paste the rows straight in.

3. Check and send. Every row is checked before anything goes out: missing names, invalid addresses, the same address twice in a row, a row that repeats an earlier one. Rows with problems are listed and not sent; the good ones still go.

You also see how many fit in today's limit before you commit, so a long list does not half-send and leave you guessing.

A bulk send takes up to 100 rows at a time.

Pre-filling text

Any text field you gave a label to becomes a column in the CSV. So a single template can send a document that already has each person's job title, department or start date written into it. The signer sees it filled in and can change it if it is wrong.

Public signing links

The third thing you can do with a template. Instead of you knowing the list, you publish one link (on a web page, in a newsletter, as a QR code on a counter) and whoever opens it signs.

It needs exactly one role left open, and that role must be a signer. Every other role needs a fixed person, because there has to be somebody on the other side of the agreement.

Whoever opens it enters their name and email, confirms the address with a one-time code, and signs. Each response becomes its own request in your sent documents.

You can set a response limit, pause a link, resume it, or close it for good. Closing stops it working for everyone; requests already made are kept.

Which one do you want?

Housekeeping

Templates can be renamed and deleted. Deleting one keeps the requests already sent from it, but its public links stop working. You are warned about that before it happens.