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Mail merge

[Video] Mail Merge guide

Use Mail Merge to create Microsoft Word templates and CSV mailing lists so you can send personalized documents in bulk for signature.
Mail Merge is a desktop application designed to send personalized letters for signature to a larger number of recipients than Signatures typically allows. Once installed, you can create templates and mailing lists to deliver documents such as engagement letters in bulk.
This guide introduces the Mail Merge workflow for creating templates, preparing recipient data, merging files, and sending documents for signature.

Mail Merge workflow overview

The Mail Merge process begins in Microsoft Word, where you create a document template and add signature fields by using the SafeSend Signatures add-in. You can assign fields to one or more signers and configure whether fields are required. In addition to signature fields, you can add merge fields that pull recipient-specific values from a CSV file.
After the template is complete, you generate a CSV template from the Word document. The CSV file includes a version value and column headers that correspond to the merge fields in the template. The version cell must not be moved or edited, and column headers must remain unchanged.
Required recipient values such as
Signer1Email
 and
Taxpayer Name
 must be completed in the CSV file. Other fields can be left blank if they are optional. When a merge field is blank, the corresponding space in the Microsoft Word document is removed during processing.

Create and prepare templates

In Microsoft Word, open the SafeSend Signatures add-in from the
SafeSend Signatures
 tab and use the available placement tools to insert signature blocks, checkboxes, date fields, data fields, and merge fields. Data fields can include prompts for the recipient, and required fields can be marked so the client must complete them before signing.
You can also create custom merge fields for information that should be automatically populated from the CSV template. Merge field names can't include special characters, and spaces are removed when the field is created.
When all signature and merge fields have been added, save the Microsoft Word document and generate a CSV template. Save the CSV file locally, then open it in a spreadsheet application to enter recipient data.

Prepare the CSV file

The CSV template is customized to match the Word template. It includes the required headers for the merge fields in the document. Don’t edit the version cell or any of the generated column headers, even if some columns will remain blank.
Make sure required fields are populated for every recipient. Review numeric values carefully because Microsoft Excel can remove leading zeros from values such as client IDs and ZIP Codes. For more information, refer to Leading Zeros in CSV Template.
There is no limit on the number of recipients you can add, but larger recipient lists increase merge time. After entering the recipient information, save and close the CSV file and close the Word template before continuing.

Merge and send documents

Open the Mail Merge desktop application to create a new document template or upload an existing Word template and completed CSV file. After the files are uploaded, run an error check. If errors are found, correct them in the source files and upload the updated versions before continuing.
When the files pass validation, the application merges the documents and displays the recognized document names and recipient email addresses. You can preview merged documents before moving to configuration settings.
Mail Merge configuration options include document type, expiry date, tax year, sender signing order, office location, contact person, signing sequence, message template, and access code protection. Parallel signing lets all signers sign at the same time, while a custom signing sequence requires recipients to sign in order.
After configuration is complete, send the documents for signature. When processing finishes, sent items appear in the Delivered report in Signatures.

Interactive and video tutorials

Use the interactive tutorial for a guided walkthrough of the Mail Merge process:
You can also watch the video guide:

This article applies to:

  • Product: safesend
  • Subject: eSignature
  • Audiences: Staff