Bulk mailings from Excel Desktop

• How does it work?
• How to send document(s) for signature via Signi from the workbook
• Have confirmation from your Signi administrator that this workbook is ready to be sent out.
• Possible signing scenarios
• Possible processing states
  • Examples of a bulk-submitted template
• What next?

Do you need to send out documents in bulk where the underlying data is stored in a Microsoft Excel workbook, for example a list of employees or external collaborators?
Then you can send various documents for signature or approval directly from this workbook, where Signi pre-populates the data from the workbook into the selected document template before signing.

Bulk distribution of documents for signature in Signi from Microsoft Excel.

If the document to be sent is "the same" for all recipients, it is usually easier to use Signi Bulk Distribution.

How does it work?

• We have prepared a sample Excel workbook that sends documents to the demonstration workspace in Signi.

• Depending on your requirements, we will prepare a bespoke Excel template specifically for you using either existing templates, e.g. the Rosebook or the Gracious Summer forms, or templates for your documents, e.g. Work Agreements, Payroll, etc. We will also specify the correct workspace / workspace in Signi, where the documents will be stored, what the signing scenario is (i.e. who signs first, who signs second, etc.), what language will be used for communication with the signatories, whether you want to send out the documents from Excel right away or if you want to check them before sending, etc.

• "Your" Excel is then filled with the necessary data and you can send the documents for signing at the touch of a button.

How to send document(s) for signature via Signi from the workbook

1. Have confirmation from your Signi administrator that this workbook is ready to be sent out.

2. Enable macros to run when opening this XSLM workbook, when opened you will be prompted to enable them under the toolbar, confirm by pressing "Enable Content".

3. On the "Data" sheet, load the data for the documents to be sent in column "D" and row 5 and others.

4. On the "Data" sheet, in column "A - Processing Status", enter "Submit" for the completed rows.

5. On the "Data" sheet, in the column "Send Signi pattern 1 - 10", enter the number of the pattern to be sent 1 - 9, see the "Config" sheet for the available patterns.

6. Press the "Send for signature" button.

7. Verify the signing status by pressing the "Update Status" button.

8. Enjoy the benefits of easily sending documents for electronic signature via Signi from Excel Desktop.

ATTENTION! This Excel file can only be used in Microsoft Excel Desktop. When opened in, for example, Google Sheets/Tables or cloud-based Microsoft Office 365, the upload will not work because there is no macro support in Visual Basic.

Possible signing scenarios

• The standard signing process is that the document is signed by the proponent's representative and the document goes to the counterparty for signature - the proponent's email is set as "Proposer email" on the "Config" sheet. The counterparty's email is taken from the lines on the "Data" sheet.

• Can the proposer's representative sign the document automatically? Yes, but they must sign first in this case. This assumes that in Signi the account with the given email has access to the corresponding workspace with signing rights, the account has its biometric signature saved, automatic signature insertion is enabled in its workspace settings, and the signature location is filled in, e.g. "Prague".

• LCan it be set that the counterparty signs first and then the claimant's representative? Yes, it can be set up that way, only then it is not possible to insert the signature of the claimant automatically, the claimant's representative must also sign each document. However, it is possible to disable 2-factor authentication for the claimant (not the counterparty) on the workspace, i.e. the claimant will not have to enter a PIN for phone authentication.

• Can multiple signature samples be sent at the same time? Not by default, always enter the number of the pattern 1 - 10 to be sent on the "Data" sheet for the contact, see the "Config" sheet for a list of patterns and their numbers. However, you can easily send several prompts in a row for different patterns. In principle, it is also possible to send a set of patterns at once, but this is a bespoke modification where a "combined pattern" is created as a set of several patterns.

Possible processing states

On the "Data" sheet, the "A - Testing Status" column indicates the processing status of the record on the corresponding row. Its possible values are:

• Empty field = The record is still only for preparation, nothing happens for this line after pressing "Send for signature".

• "Submit" = If you set this value on the line, when you press "Submit for signature", the document signature request is sent to Signi.

• "Sent" - This is set when you press "Send for Signature" and send the corresponding request to Signi.

• " Distributed" - Signi has confirmed that the request has been processed and the document(s) have been distributed for signature.

If you press the "Update Status" button, the records or rows in the "Sent" status will be set to:

• "Signed" - all those who have had, signed or approved the document.

• "Expired" - the time specified for signing the document has passed, typically 7 or 14 days.

• "Rejected" - one of the signatories refused to sign the document.

Examples of a bulk-submitted template

Data from Excel is populated in a template in Signi and the document is sent to the employee for signature.

Tip 1 - Hiding and displaying pattern columns

The rows listing all the employee data on the "Data" sheet are very long. To make it easy to edit the data for a particular pattern, an option has been added to show or hide a set of columns with data for a particular pattern. This uses the common Excel + and - functions shown in the header of the first column of the set.

Tip 2 - Hiding the Config sheet 

For example, if you don't want you or your colleagues to accidentally change something in the Excel extension configuration for Signi, it is possible to hide the sheet by going to Home > Format > Visibility > Hide & View.

What next?

Are you interested in this extension feature? Contact us at sales@signi.com.