Send your documents in bulk? ValidSign has the solution!
As an additional feature within ValidSign, we support the ability to send your transactions in bulk to a large number of users. You can request this functionality via our support department.
In this instruction we explain the operation of bulk shipping.
Create template
The use of the bulk module is related to the templates within ValidSign. In the steps below we explain how the bulk templates work.
Login to my.validsign.nl with the login details known to you
Click on the “Templates” button in the menu
Click on the button “New template”
Enter the name of the template and click on “Create”
The template has now been created.
After creating the template, we add the documents and signers.
Click on the “Add” button under the documents heading to upload the documents that need to be dynamically filled
Add the recipients who have an action within the transaction. These are created as placeholders under the names Signer1 and Signer2. Keep this default setting!
Where necessary, specify the descriptions and transaction settings.
Build document
After you add the documents, you can drag the fields within the documents. These fields will have to return as a header within the CSV, in which all data of the transaction will be received. How the CSV works is discussed later in this instruction.
A document has standard fields. These are described in the overview below.
In addition to the standard fields that can be used within a template. You can also have free fields filled in your document. We describe an example of this below, in which we want to have a free text field filled.
- Inside your document, drag the text field into your document
- Click on the gear behind the text field
- In the pop-up that appears, enter a unique name for the field at the name (for example bsnnummer)
- Click on save
You have now incorporated a free text field within your document, with the name “bsnnummer”. This name should be exactly the same in your CSV as header (case sensitive).
Note that every free text field must have a unique name!
Create CSV
ValidSign uses a CSV file to create bulk transmission. Normally you format your document in Excel, after which you can save it as a CSV file. The CSV must be built up separately as a comma and stored as UTF-8.
Below, we have placed some examples:
Simple signing process with 2 signers without free fields
Signer1, FIRST_NAME, LAST_NAME, EMAIL, Signer2, FIRST_NAME, LAST_NAME, EMAIL
Signer1, Piet, Janssen, piet.janssen @ uwdomein.nl, Signer2, Jan, Bosman, jan.bosman @ uwdomein.nl
Signer1, Piet, Janssen, piet.janssen @ uwdomein.nl, Signer2, Frits, Bloem, frits.bloem @ uwdomein.nl
Signing process with 2 signers where an account number has been added for signer 2
Signer1, FIRST_NAME, LAST_NAME, EMAIL, Signer2, FIRST_NAME, LAST_NAME, EMAIL, IBAN
Signer1, Piet, Janssen, piet.janssen @ uwdomein.nl, Signer2, Jan, Bosman, jan.bosman @ uwdomein.nl, NL12RABO0123456789
Signer1, Piet, Janssen, piet.janssen @ uwdomein.nl, Signer2, Frits, Bloem, frits.bloem @ uwdomein.nl, NL34ABNA10293847646
Signing process whereby signer 2 has to log in with SMS authentication
Signer1, FIRST_NAME, LAST_NAME, EMAIL, Signer2, FIRST_NAME, LAST_NAME, EMAIL, AUTH_TYPE, AUTH_PROMPT
Signer1, Piet, Janssen, piet.janssen @ uwdomein.nl, Signer2, Jan, Bosman, jan.bosman @ uwdomein.nl, SMS, + 31612345678
Signer1, Piet, Janssen, piet.janssen @ uwdomein.nl, Signer2, Frits, Bloem, frits.bloem @ uwdomein.nl, SMS, + 316987654321
Signing process whereby signer 2 has to log in with Question and Answer authentication
Signer1, FIRST_NAME, LAST_NAME, EMAIL, Signer2, FIRST_NAME, LAST_NAME, EMAIL, AUTH_TYPE, AUTH_PROMPT, AUTH_CHALLENGE
Signer1, Piet, Janssen, piet.janssen @ uwdomein.nl, Signer2, Jan, Bosman, jan.bosman @ uwdomein.nl, CHALLENGE, What is 1 + 1 ?, 2
Signer1, Piet, Janssen, piet.janssen @ uwdomein.nl, Signer2, Frits, Bloem, frits.bloem @ uwdomein.nl, CHALLENGE, What was your first pet?, Dog
Create transaction
After you have created the template and created the CSV, the transaction can be created. Go through the following steps:
- Login to my.validsign.nl with the login details known to you
- Click on the button “New Transaction”
- Select the desired template that you have created for bulk shipping
- Click on the button “upload CSV file”
- Select the CSV you created
- Click the "Send" button to send the transaction
The transaction has now been created within ValidSign. We process the bulk transactions once per hour (every half hour, 10:30, 11:30, 12:30 etc.). It is therefore possible that your transaction is not immediately visible in the portal. Once ValidSign has sent the transaction, the transaction will also be visible within the portal.
If you do not get the option to upload a CSV file when creating the transaction (after you have selected the template), please contact support@validsign.nl.
Sign
If the transaction has been sent successfully, all signatories will receive an e-mail and they can start signing. In bulk shipping, it is often the case that one person (for example, a mayor) signs agreements with many other persons (for example, employees, citizens, or organizations). Both parties must of course sign. So that one person (the mayor) will have to sign hundreds of the same agreements with different people. It is best to log in to https://my.validsign.nl t to start the signatures from the dashboard instead of from the signing requests in the email. This works faster and more user-friendly.
Troubleshooting
Problems can be encountered when configuring a bulk shipment. Below are common causes:
- After saving the Excel file as CSV, check the CSV file by opening it with Notepad. You can do this by right-clicking on the CSV file -> open with ... -> Notepad. The example below shows that the fields are separated by a comma (','). It sometimes happens that these are separated by a semicolon (';'). Use ctrl + h to replace all semicolons with normal commas.
- Another problem that sometimes occurs is that the document is saved as UTF-8 BOM. At the bottom right in the image above, you can see that it says UTF-8. If you have UTF-8 BOM, click on file -> save as .... The image below shows what to look for when saving. Give your filename the extension .csv. Save the document as 'All files' and set the encoding to 'UTF-8'.
- Check that all text fields in the template have the same name and are linked to the same Signer as specified in the CSV file.
- If you select the created template when creating the transaction, but you do not get the option to upload a CSV file, the bulk send functionality is not activated for your account. Please contact support@validsign.nl to activate this functionality.
- Using special characters in the CSV file can give an error message. For instance:
Do you have any questions about bulk transactions? Please contact us. This can be done via support@validsign.eu or 085 303 36 76.