3 ways to send documents to sign with Signaturit: which one is best for you?

Posted by media on July 4, 2017 at 9:00 AM

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In this tutorial we explain 3 ways to send documents to sign from Signaturit, with which we cover our client’s different needs: that several people sign one single document following an established order (sequential delivery), or on the contrary, that several people sign one single document without the order being relevant (parallel delivery). The third way, you send the same document to several people, so that each person receives an individual copy of the document to sign. And each of them signs their own copy (batch delivery).

In this blog post we explain how to use these different options with our eSignature tool, so that you can streamline the signature request for your customers, providers or employees.

This post is also available in Spanish.

How can you send documents and contracts to sign with Signaturit?

Signaturit allows you to send any document and contract to sign in a fast, safe and legal way, from your email account and without needing to download any application.

All that you need is to have Internet access and follow these easy steps, depending on the type of delivery that you need.


Sequential delivery

Sequential delivery: one single document is sent to several signers at once, in a sequential order. That means, the second signer will only receive the document, and thus will be able to sign it once the first signer has received it, opened it and signed it; and so on until the last signer has signed.

The signature order is established by the person that sends the document to sign (depending on the order in which  he/she places the recipients’ emails).

More information to send a document to sign with our advanced electronic signature solution and in a sequential order: Send a document with the advanced electronic signature.

The most important thing to remember in this case is to be careful when choosing the order of the signers. Remember that the last signer will not receive the document to sign until all the others have signed.

 

Batch delivery - also called bulk or multiple delivery

Batch delivery: the same document is sent to several signers at the same time. The document is not unique: every signer will receive a “copy” of said document to sign it individually.

That means, each recipient will receive his/her document separately at the same time as the others, and can immediately proceed to open it and sign it, without having to wait. In this case, the order of the recipients’ emails when preparing the sending is not relevant.

To use this type of sending, it's necessary to create an .xls or .csv file that contains at least the emails of every signer in a column. If you have other data, such as name, last name or address, you can also include that information in this file. 

By using the document widgets’ ID, you can fill out this data automatically once you have uploaded the .xls or .csv file. Below we explain in greater detail how to do so.


What is a widget and how many are there in Signaturit’s platform?

Widgets are data fields. In addition to the signature box, where the signer has to sign in order to send the document back to the sender, there are many other fields that can be included in the document or contract for the signer to fill out. Such as: Name, last name, date, address city, company, text field, etc.

 When editing a document, you will find the widgets in the right-hand column. You only have to drag the widget from the column to the place in the document that you want to put it.


 

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For example, to create an .xls or .csv file with 10 signers, if you also want that the signer fills in the fields for name, last name and city, you should put the emails in column A and the rest of the data in the other columns. Don't forget to put a explanatory title for each column:
 

Email

Textfield_01

Textfield_02

Textfield_03

John.doe.1@domain.com

John

Doe 1

City 1

John.doe.2@domain.com

John

Doe 2

City 2

John.doe.3@domain.com

John

Doe 3

City 3

John.doe.4@domain.com

John

Doe 4

City 4

John.doe.5@domain.com

John

Doe 5

City 5

John.doe.6@domain.com

John

Doe 6

City 6

John.doe.7@domain.com

John

Doe 7

City 7

John.doe.8@domain.com

John

Doe 8

City 8

John.doe.9@domain.com

John

Doe 9

City 9

John.doe.10@domain.com

John

Doe 10

City 10

Email

Textfield_01

Textfield_02

Textfield_03

John.doe.1@domain.com

John

Doe 1

City 1

John.doe.2@domain.com

John

Doe 2

City 2

John.doe.3@domain.com

John

Doe 3

City 3

John.doe.4@domain.com

John

Doe 4

City 4

John.doe.5@domain.com

John

Doe 5

City 5

John.doe.6@domain.com

John

Doe 6

City 6

John.doe.7@domain.com

John

Doe 7

City 7

John.doe.8@domain.com

John

Doe 8

City 8

John.doe.9@domain.com

John

Doe 9

City 9

John.doe.10@domain.com

John

Doe 10

City 10

In the case of the columns with data (name, last name and city), you can put the ID of the widget in question as the explanatory title for each column. In this way, it will link the data with the widget you have placed in the document, and the data will automatically fill in.

The ID of each predefined widget can be seen by clicking on the widget at the time of creating a document: a dropdown list will appear with all of the details.

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Once you have created the table with the signers’ email addresses in an .xls or .csv file, you will have to upload it to our platform through the “Batch delivery” option.

Once you have done so, simply mark the email column as “Signer” and “Ignore” the rest of the columns. Watch this GIF to see how it's done:

GIF_EN_3 ways to send documents to sign with Signaturit.gif

Following our example, JohnDoe1 will receive his document with the fields for name, last name and city filled out. He will only have to sign it.

Batch delivery also allows you to send many documents with more than one signer. For that, add a column in the .xls or .csv file for each signer or recipients in copy.
 

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This is the screen you will see once you have uploaded your .xls or .csv file with more than one signer:

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Note: this delivery will be in parallel or sequential depending on the option that you have activated. Read the next section to find out what a parallel delivery is.

Watch this animated tutorial to know exactly how to configure a batch delivery: Send a batch document .

 

Parallel delivery

We could say that parallel delivery is a hybrid between sequential delivery and batch delivery: the document is unique, in the sense that all signers should make their signature on that specific document (and not each one on his/hers), but the signatures can be done in parallel, that means that all the signers receive the document at the same time and can open it at the same time.

In order to maintain the legality of the advanced electronic signature in this case, we make sure that it is not possible for all signers to sign at the same time, but it is possible that they can all read the document at the same time.  

Signing a document in parallel delivery works in the following way: if a signer accesses the document to do his/her signature, the rest of the signers are left in standby, but with the possibility to read the document, and then they will be notified when it is available to sign again.

Write an email to support@signaturit.com if you want to activate the option to send documents to sign in parallel.

 

Conclusion

As you can see, whichever option that you choose, in a few minutes you will have sent a document to sign with one or several recipients, with full legal validity and complying with EU data protection laws.

Therefore, we encourage you to try Signaturit for free for 14 days: click here to register and streamline your daily work today.

If you need more information regarding our electronic signature solution, call us at (+34) 935 511 480 or send us an email to  support@signaturit.com.

This post is also available in Spanish.

 

Download Whitepaper eSignatures 101 (English)


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