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Sending mail merges
Mail merges are a popular way of sending a document/contract with the same layout to a large number of recipients in one go. In this tutorial, we would like to show you how you can use sproof sign to send generated form letters to the individual recipients for signature.
Updated on 22.05.2024
Mail merge letters can be created using various tools. The most popular program for creating mail merge letters is Microsoft Word. The problem so far has been that mail merge letters can be sent with MS Word (or other tools), but no signatures can be obtained. That's why sproof sign has implemented a function to upload mail merges including the list of recipients and obtain their signatures.
Key features:
- Upload form letter + list of recipients
- Mail merge is recognized by sproof sign
- Recipients are recognized by sproof sign
- Mail merge is split into individual documents
- Each recipient receives their own, separate document with a request to sign it
- Signed documents are automatically returned to the sender
The mail merge function works both via the sproof sign user interface and via the API. The generated mail merge, including markings, can then be uploaded in the application or as part of an API request.
Limitations:
- The sproof mail merge function is NOT intended to copy or replace a full mail merge function (e.g. in Word).
References and further links:
- Tutorial on collecting signatures (without workflow)
- Tutorial on collecting signatures (with workflow)
- Tutorial on the dashboard - the document view
Step by step instructions
Start by creating your mail merge with a suitable tool. In this tutorial, we will use Microsoft Word. Here you can find out how to create a mail merge with Microsoft Word step by step . So that sproof can later read the contacts/signature positions and split the mail merge correctly, you must set the following markers when creating the mail merge template:
- Marker for signature position: Add the following marker at the position where the signature is to be placed later. It is important here that you use placeholders instead of real contact data (in this example, FirstName, LastName and EmailAddress). The placeholders will later be replaced by contact data from your list: {sproof{“FirstName”, “LastName”, “EmailAddress” ,1}sproof}
- Marker at the end of the template: A marker is required at the end of the mail merge template so that sproof can later recognize the places where the mail merge is to be split. For example, if your template is three pages long, insert the marker at the end of the last page: {sproof{end}sproof}
Tip: Once you have placed all the markers correctly, change the text color to white so that they do not appear on the document later, but sproof can still read them. Then export your mail merge as a PDF.
Do you already know our sproof sign integration for MS Word? Find out more about it here .
Once you have created the mail merge and exported it as PDF file, upload it to sproof sign directly or via the API. sproof sign automatically recognizes your document as a mail merge. You now have the following options:
- List of stored recipients: Click on the "Show all" button to display the complete list of recipients. Incorrect entries in your contact list are highlighted in red. If necessary, correct the error and upload the document again.
- By default, sproof sign splits the mail merge into individual documents, which are sent to the respective recipients. Alternatively, you can open the mail merge without splitting. The first option is explained in more detail below before the alternative option is shown. In both cases, click on "Continue" to proceed to the next step.
Option 1: Split mail merge into individual documents and send out (standard)
After sproof sign has split your mail merge into individual documents, you can make optional settings for your invitation in the next step:
- Specify a signature type for the document.
- Set an automatic reminder date and the frequency of the reminders.
- Set a due date for the document so that it can no longer be signed at a later date.
- Add a personal message that will be sent with the invitation email. You can also choose from previous messages.
- Open the "Additional settings" tab for more options to configure your invitation.
- Click on "Send invitations" to send each recipient an individual document for signing.
Option 2: Do not split the mail merge into individual documents and upload it
If you have selected not to split the mail merge into individual documents when uploading it, it will be opened as a continuous document in sproof sign. Stored recipients remain saved. You can now edit the document further or send it directly to the stored contacts:
- Continue editing: The mail merge is opened in its entirety. You now have the option of signing the document yourself, adjusting form fields or editing the recipients. You can no longer split the document into individual documents. When you send it, all recipients will receive the entire document.
- Invite all: Send the complete mail merge to the stored recipients with one click. All contacts will receive the entire document.
After you have sent the mail merge, it will be saved in your dashboard as individual documents (for option 1) or as a complete document (for option 2). Now it's the recipients' turn to sign the document(s). Sit back and keep an eye on the progress.
