Mass send to a recipient list

With mass send you send the same form to many people, for example a privacy statement to all employees. Each person gets their own request with their own copy of the document.

Where to find it

Templates → Form templates → row of the template → More actions (⋮) → Mass send

Tip

Mass send is only available if your administrators have switched on Allow mass send from form templates (see Enable templates and mass send). Otherwise the start dialog says “Mass send is not enabled for this tenant.”

Start

1. Mass send to a recipient list is already ticked.
2. Click Start and go on to the Workflow step.

Recipients

1. For the task that each person on the list takes on, Send to a recipient list (mass send) is ticked. If the template has several roles, choose under Role from the list which role the people on the list take on.
2. Paste the list under Paste the recipient list: one person per line, separated by semicolon, comma or tab, in the order email; name; mobile number; language.
3. Or upload a file under Upload a file (CSV or Excel).

actaSIGN checks each line and shows OK or the error in the Status column, for example Invalid e-mail address or Name missing. With Remove invalid rows you delete these lines.

The columns

Column	Required	Note
Email	yes	each address only once
Name	yes	full name
Mobile number	only for an SMS code	in the format +41791234567
Language	no	de, en, fr or it

actaSIGN recognises a header row by itself (for example “Email; Name”). Without a header row, the order above applies.

Placeholders

In the subject and message you can write {{fullname}} and {{email}}. Each person sees their own name or address there, for example “Hello {{fullname}}”.

Check, sending, report

Click Continue to Authoring, check the fields and, instead of Send, click Mass send. A window opens with three stages:

1. Check: actaSIGN shows how many requests it will create. Click Start mass send.
2. Sending: you see how many requests have already been started. You may close the window; sending continues, and you get an email at the end. With Stop sending you cancel.
3. Report: for each person Started, Failed or Cancelled. With Download report (CSV) you save the list; with Go to requests you see the requests.

Earlier mass sends

On the Form templates tab, Mass sends (1) shows all earlier mass sends with their state and Show report.

Good to know

• At most 500 recipients per mass send. Each organization can run at most three mass sends at the same time.
• The file may be at most 2 MB (.csv, .txt, .tsv, .xlsx, .xlsm).
• If the task requires an SMS code, each line needs a mobile number. If it requires strong authentication, each person must already have set it up.
• A name may not contain curly brackets {{ }}.

See also

• Use a form template
• Create a form template
• Track requests