Overview
Users can configure bulk Signature Requests via LinkSquares Sign.
This functionality allows one Signature Request to be configured and sent to various counterparties, streamlining the execution process for non-negotiable agreements.
Note: A maximum of 50 Signature Requests can be included in one bulk Signature Request.
Feature Focus
Process
Initiating Bulk Signature Requests
Bulk Signature Requests can only be configured from My Sign Hub.
1. To begin, go to Sign from the app selector.
2. Click the browse button or drag and drop a document into the Start a Signature Request area.
Note:
- Acceptable file types for Signature Requests are PDF, DOCX, and DOC.
- Password-protected documents cannot be used to configure Signature Requests.
3. Optionally, click the + icon under the ATTACHMENTS section to browse for additional documents to add to the bulk Signature Request.
Note: Password-protected documents cannot be included as attachments on Signature Requests.
To learn more about adding attachments to Signature Requests, reference our article on LinkSquares Sign: Signature Request Attachments.
4. Click START once the main agreement and any attachments have been uploaded.
Note: The main agreement must be uploaded in order to initiate a bulk Signature Request. The START button will remain disabled until the main agreement is uploaded.
5. The New signature request modal will appear with the file name in the Agreement Name field. Users can enter a unique agreement name in its place. The name outlined here will be the name of the individual Finalize agreements associated with the bulk Signature Request
This functionality allows Signature Requests initiated from My Sign Hub that use a generic file to be uniquely named to better represent their purpose.
Note: The maximum character limit for the agreement name is 80 characters.
6. Enable the Request signatures in bulk toggle.
7. Click CONTINUE once complete.
Configuring Recipient Roles
The first step in configuring a bulk Signature Request is to add recipient roles. Recipient roles are general categories used to group the bulk Signature Request recipients.
For example, a company may make edits to their employee handbook and require all employees to sign an updated copy. Additionally, they may require a member of their HR team to sign each copy to acknowledge that the employee read and signed the updated handbook. In this case, the recipient roles for the bulk Signature Request could be “HR” and “Employee.”
To add recipient roles:
1. Click the + icon next to the Bulk Recipient Roles section.
2. Enter the role in the Recipient role field (e.g., HR).
3. Enable the Needs to sign toggle if the recipient within the relevant role should be required to sign and/or initial the agreement.
Note: If the Needs to sign toggle is disabled, the recipient within the role will be sent a copy of the agreement once it is fully executed.
4. Click SAVE once complete.
5. Repeat this process for every recipient role that must be configured.
Recipient Flow
Recipient roles can be configured to sign and/or initial the agreement in an ordered or unordered workflow.
- An ordered workflow means that recipient roles must sign and/or initial the agreement in a certain order.
- An unordered workflow means that recipient roles can sign and/or initial the agreement in any order. This is the default setting.
Enable the Ordered toggle to configure an ordered workflow.
Each recipient role will have a number next to their name to indicate their place in the order.
To adjust the order, hover over a recipient role's number and leverage the drag handle icon to move the recipient role into the appropriate spot.
Editing and Deleting Recipient Roles
Recipient roles can be edited or deleted after they are added to the Signature Request.
To edit or delete a recipient role, click the kebab menu and select Edit or Delete.
- Editing a recipient role reopens the Add recipient role modal. From here, the Recipient role field and Needs to sign toggle can be adjusted as needed.
- Deleting a recipient role removes that recipient role from the Signature Request entirely.
Click CONTINUE once complete.
Mapping Fields
Next, map the fields for the recipient roles to complete onto the Signature Request.
There are six field types that can be mapped onto a Signature Request. These fields are all optional, however, each Signature Request must have at least one signature or initial field per recipient.
- Signature: The recipient will type, draw, or upload an image or their name to sign the agreement.
- Initials: The recipient will enter their initials.
- Name: The recipient will enter their name.
- Title: The recipient will enter their job title.
- Date: This field will automatically display the date in the MM/DD/YYYY format. This date will be populated when the recipient signs and/or initials the document. This date cannot be backdated or postdated.
- Text field: This field is an optional, free-form text field that can be used for filling out forms (e.g., W2 forms). Text fields can be populated with information during Signature Request configuration.
Note:
- Each recipient role that is required to sign must have at least one signature and/or initial field mapped onto the agreement.
- Text fields cannot be set to read-only in bulk Signature Requests.
Drag and drop the applicable fields from the right-hand panel onto the agreement. If there are multiple recipient roles, use the drop-down at the top right-hand panel to switch recipient roles and map their fields. The fields for each recipient role will have a unique color.
Once fields have been placed onto the agreement, they can be repositioned, resized, or deleted.
To reposition a field, hover over the field until the cursor turns into a white hand. Then, click and drag to move the field into the desired position.
To resize a field, select the field. Then, grab a point on the blue border and click and drag until the field is the desired size.
Note: There is a minimum size requirement for fields due to font size. If users attempt to adjust fields to a size smaller than the minimum dimensions, they will automatically readjust to the minimum dimensions.
To delete a field, click the trash icon in the upper right-hand corner of the field. A modal will appear to confirm that you want to delete the field. Click YES.
Once the signature fields have been mapped for each required recipient role, click CONTINUE.
Configuring the Bulk Recipient List
The individual recipients within each recipient role must be outlined within a CSV file.
LinkSquares provides a template of this CSV file that can be downloaded directly from the bulk Signature Request workflow.
Click download the CSV template under the Bulk Recipient List section.
This file will be named according to the agreement name and appended with “_Bulk-recipients-template” (e.g., “LinkSquares NDA_Bulk-recipients-template”). Rename the file if needed.
This file will be auto-populated with column headers based on the recipient role(s) and signature fields configured in the Signature Request.
- The Agreement_Name header as well as a name and email header (e.g., HR_Name and HR_Email) for each recipient role will always be included in this file.
- If the title or text field signature fields were mapped onto the Signature Request, a column will exist for these fields as well (e.g., HR_Title).
Column headers should not be edited or removed. Doing so will result in an error when you attempt to send the Signature Request.
The information populated in the CSV for the name, title, and text fields will be used to populate the fields on the Signature Request, eliminating the need for recipients to fill out these fields themselves.
Each row in the CSV file represents an individual Signature Request within the bulk Signature Request.
The first two rows of the Agreement_Name field are automatically filled out with the name given to the agreement and an indicator of which copy of the Signature Request it is (e.g., “LinkSquares Handbook (copy A)”). This naming convention can be edited to better represent the individual agreement. The name designated in this column is the agreement name that will be displayed within Sign and LinkSquares Finalize.
A maximum of 50 Signature Requests can be included in one bulk Signature Request.
As such, up to 51 rows (including the header row) can be added to this CSV.
Fill out the signature fields for each individual Signature Request. Then, save the file to an easily accessible location.
Below is an example of what a completed CSV may look like.
Browse locally or drag and drop the CSV file to the bulk Signature Request workflow.
To replace an uploaded CSV file, click the X icon next to the file and browse locally or drag and drop the new file into the workflow. Users cannot save a bulk Signature Request draft.
Each Signature Request included in a bulk request will populate as a separate line item on the Signature Requests and Agreements page within Sign after the bulk Signature Request is sent.
From this point, users will interact with these Signature Requests as individual Signature Requests.
Signature Request Message
Optionally, include a message in the bulk Signature Request.
This message will be included in the Signature Request email for all recipients. The message cannot be personalized per individual recipient.
To add a message, enable the Message toggle.
Enter a message into the text box.
Click SEND BULK REQUEST in the upper right-hand corner once complete.
Out for Signature Bulk Signature Requests
Once a bulk Signature Request has been sent, each individual Signature Request will populate as separate line items on the Signature Requests tab in Sign and the Finalize main Agreements page.
Note: You may have to wait a few minutes or refresh your page for all individual Signature Requests to populate.
The Signature Requests included on a bulk Signature Request can be tracked in the same ways that a typical Signature Request can be tracked.
To learn more about tracking in-flight Signature Requests, reference our article on LinkSquares Sign: Signature Request Tracking.