Mail Merge User Guide

This guide is intended to demonstrate the process of using the SignatureFlow application to send multiple documents for electronic signature in a Batch-File process. The Mail Merge batch processing is a multiple step process that entails creating a document template and a CSV input file, then merging the two and sending for signature. This Guide will help you understand and complete each step of the process.

Installing SignatureFlow Word Plugin

  • Click the “Install Word Plugin” in SignatureFlow

  • Select your version of Office to proceed

  • You will be asked if you’d like to install this customization. Verify the Publisher is cPaperless, LLC and click “Install”

  • The installation process will download the needed files and proceed
  • Installation may take several minutes. Please be patient
  • Please note that Word will need to be closed to complete the installation
  • Once installation is complete, click Close and restart Word
  • Once Word is open, you should see a new tab across the top for SignatureFlow

Using Signature Placement Fields. These fields are for signatures and information you would like the Signer to complete

  • Click the “E-Sign Action Center” to open the SignatureFlow Pane

  • There are three buttons across the top of the SignatureFlow Panel: Signature Placement, Mail Merge and Document Library
  • Below these buttons is a drop down to select who the Signature Fields will correspond with. The default is Signer1, your Primary Taxpayer. Entries exist for the Sender of the document and up to five additional signers. There is also an option called “Anyone” which allows any of the parties to enter the requested information into the field

  • You will need to have an email address for all signers, though multiple signers can share an email address
  • Use the drop down to select the appropriate person for whom you wish to place fields. In this example, I want the Primary Taxpayer to sign where the red box is. Place the cursor on that line in your document. Make sure “Signer1” is in the drop down and double click on “Signature” to add the field

  • Here you see both a signature field and a date field for Signer1

  • If you, as the sender needs to sign, change the drop down to Sender and repeat the above steps

  • If you elect to place fields for the Sender, the Sender will be the last person to sign the document. Signer1 always goes first, followed by Signer2 (if required), and so on. Sender will always be last
  • To use the Check Box Field (in this example selectable by any party signing the document), select the “Anyone” signer and double click Check Box
  • If you assign a field to a specific signer (or Sender) that person will be required to complete every field before signing, even if it should be left blank. If check boxes are allowed to go unfilled, use the “Anyone” signer

  • In the below example, fields are entered for both the Primary Taxpayer (Signer1) and a Spouse (Signer2). Placing any fields for a signer will require that an email address be provided for that signer. If no email is provided, the merge process will remove the fields for that signer

  • Continue to enter other fields the same way as Signature and Date, with the exception of Data Fields
  • Data Fields by nature require more information during placement as you need to provide directions to the signer regarding what information you are requesting
  • Double click the Data Field button to open the Custom Form Field Properties box
  • Enter a Field Name, Default Value (can be blank) and a Tooltip. In the example below, the Data Field provides information about foreign bank accounts. The Tooltip asked them to provide a brief description of the account. Click Place Field to put the field onto the document

  • Once you’ve entered any desired fields, you can now move on to the next SignatureFlow Button, Mail Merge, to add any needed merge fields to your document

Using Mail Merge Fields. This button will allow you to customize a document to include data which can be pre-populated for each instance of the document

  • Click the Mail Merge button. There are some fields that are almost always used during a merge process, Taxpayer First Name, Taxpayer Last Name, ClientID and Salutation. These are included as default shortcut links at the top

IMPORTANT: To ensure that your client’s name appears in your Signature Report, you must use the Taxpayer First Name and Taxpayer Last Name tags

  • Clicking on Taxpayer First Name will enter that field in your document where your cursor resides as a special test field for merging

  • Near the bottom of the SignatureFlow Panel is a Create Custom Merge Fields option. Expand this by clicking on the arrow in the upper left corner

  • Enter the name of the field you wish to use and press “Place Field”. Please note: If you place spaces in the Custom Merge Field, they will be removed. You can add as many Custom Merge Fields as needed
  • Each time you click “Place Field”, it will place that tag wherever your cursor is. That Custom Merge Field will then be added as a link above in case you need to use it again in this document

  • Continue through the document adding any necessary Merge Fields

Creating and Editing the CSV File

  • When you’ve finished configuring your document with all necessary fields, save the document and click “Create CSV Template”, located at the bottom of the SignatureFlow Panel

  • This will create the template for all needed information. You can place this CSV file in any folder, under any name. We suggest using the default name, which will match your Word document and store this in the same folder, to make it easier to locate later
  • Opening the CSV file will show you all the needed fields for the document. A blank CSV template would look something like the picture below

  • The first row of the CSV file contains the header information. Each subsequent line will be a separate document.

IMPORTANT: The email format when using SignatureFlow Mail Merge must be dot 3 characters (i.e. .com or .net) and, at this time, CANNOT be dot 2 characters (i.e. .us or .au). If you have .** then it will give you a Fatal Error message when you go to mail merge.

  • We recommend that you export a spreadsheet of the needed information from your tax program or other contact database. Use this CSV file as a guide to ensure you get any needed information, and then organize your export file according to the CSV layout. The copy-paste data from the export file of your program to this CSV file to send for signature
  • There are some columns that are can be required in your SignatureFlow Settings. Document Type is always required, but others can be made optional. The most commonly used column headers for document reporting are: Engagement Type, Tax Year, Partner and Client ID. These may or may not need to be completed, based on your Company Settings

IMPORTANT: In row two of all CSV templates, there is a Version Cell that cannot be edited or moved. This cell will never be in your way when entering data, it lives in a cell outside of any merge information and looks like this:

  • Once you have finished the CSV file, save the document. Be sure to save as a CSV file and, if prompted, do not convert to another format

  • Return to SignatureFlow to merge and send the document(s)

Merging and Sending for Signature. Once you’ve completed the Word document template and the CSV file, you are ready to merge them and send for signature

IMPORTANT: Both the Word document and the CSV file must be closed for the Mail Merge process to be successful a.

  • In SignatureFlow, select Mail Merger

  • This will open up your Mail Merge Wizard

  • Click “Existing Document Template” and select your Word document template. Once selected, it will appear in the bottom of the window
  • Next, click “CSV File” and select the CSV file associated with this Word document template. Its name will also appear at the bottom

  • Once both files are selected, click Step 2 Check For Errors, located along the bottom of the window

  • SignatureFlow will validate that the Word document template and the corresponding CSV file match and that there are no errors or missing critical data to ensure a successful transaction

  • If everything is successfully validated, the report will be empty and you will be asked to continue to Step 3 Merge Files

  • Click Step 3 Merge Files and SignatureFlow will merge your files. You will see the process count down as each file is merged

  • A report will be displayed showing all of the completed files

  • By default, they will be checked for uploading, but this is your chance to review each document and make sure you still wish to send it
  • Click Step 4 Configuration
  • The Configuration screen allows you to add a custom message that will be included in the email to each signer. You can add any special instructions, greetings, or any other information you wish to pass along with each notification email
  • The message you enter here will be the same information for each notification and every document – it is not document specific

  • When ready, click Step 5 Send for Signature. The files will be uploaded and begin the notification process for each signer

  • When the upload is complete, you have finished the Mail Merge process. The first signer of each document will receive an email notification

Congratulations! You have successfully completed a Mail Merge

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