Bulk Send

To improve senders’ operational efficiency and reduce the overhead of repeatedly creating envelopes, we have introduced the Bulk Send feature: senders can generate and send multiple signing envelopes at once via bulk import or bulk configuration, meeting enterprise needs for large-scale contract, agreement, and document signing scenarios.

Video Tutorial:

1. I. Create a Bulk Send Task

1. If you have subscribed to the Professional plan, a Bulk Send button will be displayed under Workspace → Signing → Initiate;

1. Click to enter the Bulk Send task creation page, where the sender can upload documents or reference a bulk task template (see Manage Bulk Send Templates). Once the bulk task is initiated, the uploaded documents will be inserted into each envelope and sent to the corresponding recipients in turn.

2. Bulk Recipients: The sender adds the envelopes to be sent here and sets the recipients for each envelope;

1. Click Bulk Recipients to enter the bulk recipient creation page. On this page, you can add multiple envelopes as needed and set recipient roles and recipient information for each envelope;

2. For example, in a new employee onboarding scenario where HR needs to send contracts to 1,000 employees, you can add 1,000 envelopes here, set new employees as a role, and configure recipient information for that role in each envelope;

1. However, manually adding 1,000 envelopes and then entering the information for 1,000 employees one by one is quite cumbersome. To streamline this process, you can use CSV or XLSX file upload: (1) download a template, (2) export employee data from your HR system, (3) format it according to the template, and (4) import the file into Nota Sign to create all 1,000 recipient entries at once;

2. A single bulk send task supports a maximum of 1,000 envelopes.

1. If the envelopes in the bulk send task require multiple recipient roles, click the button at the bottom left to add roles in bulk. A single bulk task supports a maximum of ten recipient roles;

1. If a phone number needs to be set for a bulk send envelope recipient, click More Fields in the upper-right corner of each role, and after checking the option, the corresponding attribute field will be added to that recipient role for the sender to fill in;

1. After configuring the bulk recipients, click Save to return to the bulk task creation home page. At this point, the bulk role “New Employee” added above will be displayed in the recipient list (if multiple bulk roles were added, multiple entries will be shown);

2. The sender can set the signing method for “New Employee” (e.g., Electronic Signature or Digital Signature) and can also add eKYC identity verification for “New Employee.” Once added, all “New Employees” will be required to use Electronic Signature + eKYC identity verification;

1. In addition to new employees, we also need to add HR (since HR needs to apply a seal). Generally, the HR responsible for a given batch is the same person, so adding them again in the bulk recipients would be redundant. Therefore, simply click Add Recipient at the bottom of the recipient list under the bulk send task to add HR. Once added, these 1,000 envelopes will be sent to both the new employees and HR;

1. After completing the recipient settings, enter a name for this batch task, then click Next to proceed to the field settings page;

1. On the field settings page, you can configure fields for each bulk role and individual recipients;

1. After clicking Send, the system will generate the bulk send task.

2. II. Manage Bulk Send Tasks

1. After sending, the system will generate a bulk send task. Users can go to Workspace → Signing → Bulk Send to view the execution progress of the corresponding task;

1. Click Statistics to view the envelopes that have been successfully sent and the current signing progress;

1. Click the corresponding bar in the chart to view the list of sent envelopes;

1. If the sender needs to revoke the bulk-sent envelopes for special reasons, they can click the Bulk Revoke action in the task operations;
2. If the sender needs to send a signing reminder for the envelopes under a certain bulk task, they can click the Bulk Remind action in that task’s operations.

3. III. Manage Bulk Send Templates

If the contracts, roles, and other details in an HR recruitment scenario are relatively fixed, users can choose to create a bulk send template. Within the template, users can upload documents, create bulk recipient roles, individual recipient roles, configure fields, and more.

1. Users can create batch sending templates in the template interface;

1. Users can create batch roles in the template settings;

1. Users can create individual recipient roles in the template settings;

1. Users can set up template configure fields in the template envelope settings.