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Using Batch Send templates

End User , Box Sign , Article , New , Product Utilization , Instruction

Note: Currently, Batch Send is available only to Enterprise Plus accounts.


If you need to send an individual signature request to various recipients, Box Sign enables you to batch send signature requests. 


Examples of batch send include:

Human Resources Sending a company-wide acknowledgement of an updated HR policy.
Lending Company Asking all of your customers to opt-in for autopay.
People Ops Sending offer letters to 25 summer interns.

 

Using Batch Send

  1. Go to Sign -> Templates.
  2. Click the ellipses on desired file.
  3. Select Batch Send.

Uploading a Template:

When adding your .csv file, verify that the data in each field in the columns has an external identifier name. Check this setting by selecting the field in the template and going to Advanced Options -> External Identifier.

  1. Upload your .csv with recipient information.
    • You can also download a custom template and fill in the information.
      • Exported external identifiers names are prefixed with two underscores: “prefill __”.
    • If the file you uploaded doesn't have the required fields or information, an error message highlights which fields are missing, including other areas of concern.

Drag_and_Drop_cvs_file.png

  1. Click Import.
    • To preview the data, click the .csv file on the right hand panel under Recipients.
  2. Review and modify the recipients settings by clicking on the Sender_icon.pngBatchSend_Recipients_icon.pngBatchSend_Recipients_icon_2.png icons.
  3. Click Submit Request on the top right hand of the page to finish sending the document.
Important: If recipient(s) in the .CSV file are in a conflicting segment as a result of an information barrier in place, the request will not be sent. For more information, visit Understanding Information Barriers – Box Support, and contact your Box administrator or Box account owner for additional details on the security restrictions.

Using a Template with Read-Only Fields

When using Batch Send with read-only fields:

  • Read-only values defined in the template by the template creator are replaced with the csv file values for a respective field. If no values are found in the .csv file, then template creator's provided values are used.
  • If no values are provided for read-only fields by the template creator and no values are found in the .csv file for such fields, empty read-only fields are automatically removed when sending the signature request.
  • If the template has read-only fields and the fields panel is locked in the template, then any values in the read-only fields from the .csv file are ignored and the template creator's set values are used instead.

locked fields panel icon highlighted.jpeg

Reviewing a Batch

Once sent, you can view the sent items in your account in Sign -> Sent Requests or from the saved location you chose when sending the signature request.

Batch send requests use the following format:

Format Template Name  Short Batch ID Number
Example NDA USA AG834HD 001

The file name together:

NDA - USA - AG834HD - 001

  • The Number label indicates the sequential number sent:
    • 001, 002, 003, etc.

To find batch send requests, search the short batch ID in:

  • View Details
  • Signing Log
  • Folder name of a batch send

Note: Until all sign requests are completed, Box uses a copy of your .csv file. Once all sign requests are complete, you can then delete the copy.

The .csv file is located in the destination folder under the template name and short batch ID.

 

Known Limitations 

  • You can only send one document at a time.
  • The recipient limit is 500.
  • Process time for 500 requests is within 30 minutes.
  • You will need to use a double text editor to open a custom .csv template containing double byte characters in the external identifier name such as Name, Company or Title.

Support

If you're unable to confirm signatures were sent, you can contact support and provide them the following information:

  • Enterprise ID,
  • Date of batch send,
  • Name of template,
  • Email of sender
  • Batch ID (located in the View Details),
  • Number of requests sent and not sent.
    • Search for batch ID located in View Details. Compare the number of requests sent (files in the batch folder) to the number expected in CSV. Confirm no missing information.

 

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