The Mail Merge download process installs a desktop application and a Microsoft Word plugin.

1. Select the Navigation Widget.
2. Select Product Settings.
3. Select Download under General Product Downloads Mail Merge .
4. Run the downloaded MailMerge.exe file.
5. Let the app make changes to your device to open the Mail Merge Setup window.
6. Select Next.
7. Select Agree in the License Agreement window.
8. Select Install in the Choose Install Location window.
9. Select Finish in the Completing Mail Merge Setup window.
10. Enter a username and password, then select Login, or select Continue with Office365.

Once Mail Merge is installed, Microsoft Word has an E-Sign Action Center plugin that is used to generate a Mail Merge template.

1. Select Create Document Template from the Mail Merge desktop application, or open Microsoft Word.
2. Select SafeSend Signatures.
3. Select E-Sign Action Center.
4. Use the SafeSend Signatures window to place signature blocks, merge fields, and generate a CSV template as the following outline.

The Signature Placement tab shows client action items. The signer is prompted to fill these fields if they are added to the template. One exception is the date field, which is auto-filled.

To add fields to the form, follow these steps:

1. Place your cursor in the document where a signature field is needed.
2. Select the Signer dropdown to select which signer will fill the field.
   • The item you are placing can only be completed by the designated signer.
3. Double-click the signature field to place it.
4. Type a Tooltip in the Data Field checkbox if using a data field.
   • The signer can enter free text in this checkbox. The tooltip tells them what information is being requested.
5. Ensure the field is marked as Required if you want it to be required.
   • Double-click a placed field to confirm whether it is marked as required.

The same template can be used regardless of the number of signers. Mail Merge recognizes the number of email addresses, or signers, in the CSV file.

When adding checkboxes or radio buttons, you can create conditional rules for those buttons.

For example, if option A is selected, the signer signs one field. If option B is selected, the signer initials another field.

1. Select the signer.
   • This is the recipient who will be prompted to fill in the field.
2. Place your cursor in the document where an item is needed.
3. Double-click the radio button or checkbox option to add it to the page.
4. Enter how many buttons to add.
   • Additional options appear in the right panel after the selection has been added.
5. Drag and drop the button to move it to the correct position.
6. Select whether the client is required to complete the field.
7. Select Select field from page.
8. Select the signature field to reveal when that option is selected.
   • It is added to the Then options in the right panel.
9. Select Save Rule to save your changes.

The Mail Merge tab lets you place merge fields into the template. Data is pulled from the CSV template to auto-fill those fields.

There are three predefined merge fields:

• TaxpayerName
• Salutation
• Client ID

All other fields are created using the Create Custom Merge Fields tool.

Each merge field corresponds to a column header in the CSV file. There is no limit to the number of merge fields that can be added.

1. Place your cursor in the document where an item is needed.
2. Double-click a merge field to place it, or select Create Custom Merge Fields.
3. Type a merge field name in the field.
   • Spaces are removed.
   • Don’t add special characters to the merge field name.
4. Select Place Field.
   • The field is saved if it is needed again for that document.

Once all necessary merge fields have been placed, you can create a corresponding spreadsheet. Each Merge Field is a column header in the spreadsheet.

1. Select Create CSV Template.
2. Fill in the required information.
   • Signer emails
   • Signer names
3. Fill in all other merge fields as needed.
4. Ensure the Version number is in place.
5. Save and close the file.
   • The file can't be open when you process the batch from the app.

Once the Microsoft Word template and CSV file are completed, the batch of documents can be delivered for eSignature with the Mail Merge Wizard. There are five steps to batch process and send documents for eSignature. Open the Mail Merge desktop application to get started.

The documents must be saved and closed before beginning.

1. Select Open Document Template to upload the Microsoft Word template.
2. Select CSV FILE to upload the corresponding CSV file.
   • The document name appears at the bottom of each checkbox once uploaded.
3. Select Step 2: Check Errors.

During Step 2, the Mail Merge Wizard verifies that the selected files can be successfully merged.

If there are errors:

1. Review the detailed error description.
2. Select Select Files.
3. Correct any errors in the Microsoft Word template and CSV file.
4. Reupload the corrected templates.

If there are no errors:

1. Select Step 3: Merge Files.

Step 3 merges the files.

1. View the progress bar.
   • You can go away from this window to let it work in the background.
   • Once complete, a window showing all documents opens.
2. View the Document Name.
   • All documents show the Microsoft Word file name.
   • Double-click the document name to preview the file.
3. View the Signer 1 E-Mail addresses.
4. Select Step 4: Configuration.

Step 4 lets you select settings and add or edit the message sent to document recipients. Default settings are auto-filled based on your firm settings.

1. Select the Document Type.
2. Adjust the Expiry Date as necessary.
3. Select a Tax Year.
4. Select the Sender Signing Order if a Sender Signature block was included in the Microsoft Word document.
5. Select an Office Location.
6. Select a Contact Person for the signer or signers to contact.
7. Select a Signing Sequence.
   • Parallel Signing lets all signers sign at the same time.
   • Custom Signing Sequence requires clients to sign in order. Signer 2 doesn’t receive an access link until Signer 1 completes signing.
8. Select a Message template or create a new Message.
   • If you create a new message, clear formatting from the subject and message when pasting. You can do this by typing it manually or pressing Ctrl + Shift + V.
9. Select Access Code Required to add an additional layer of security.
   • The document recipient must enter an access code sent to their email address before viewing or signing.
10. Select Step 5: Send for Signature.

The document is delivered to all designated recipients. Delivered items appear in the Delivered section of Signatures.

1. View the progress bar.
   • You can go away from this window to let it work in the background.
   • Once completed, Step 1 of the Mail Merge Wizard displays.
2. Locate Mail Merge items in the Delivered report in Signatures.