Mail Merge Guide

 

The Mail Merge module is a desktop application.

Info:

The Mail Merge app has to be downloaded by a System Admin from your Firm Settings.

  • System Admin should then email that file (MailMerge.exe) to all users of Mail Merge.
  • This app will need to be installed locally on each terminal.
  • When the installation is complete, log in using your SafeSend Returns credentials.
  • Open Word to install the SafeSend Signatures Word plugin.
    • The Word plugin is required for creating Word templates and corresponding CSV files.

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Creating Templates

The next time Word is opened, you will have a new tab, “SafeSend Signatures”.

  • Selecting this will show the “E-Sign Action Center” option.
  • When this is selected, a panel will open on the right side of your Word window.
  • It’s from this area that your template and your spreadsheet will be created.

 

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Signature Placement Tab

  • The Signature Placement tab shows client action items.
  • Signers will be required to enter these items when used:
    • Signature
    • Initials
    • Name
    • Company
    • Title
    • The Date field will be auto-filled when e-signed.
    • Check Box is not a required field when it’s placed onto a document.
    • The Data Field can be either optional or required.

 

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Using Signature Placement items

  • Place your cursor on the document where an item is needed.
  • Make sure the Signer dropdown is correct.
  • The item you are placing can only be completed by the designated signer.
  • Double-click on the action item and it will appear where you placed your cursor.
  • Continue through the entire document, placing action items for all signers.
    • The same template can be used regardless of the number of signers.
  • Mail Merge will recognize the number of email addresses (signers) in the CSV file.

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  • Double-click the signature field and ensure it is marked as "required" if you would like it to be required. 

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Placing Data Fields

  • When using Data Fields enter the following:
    • What information is being requested.
    • Should the field be optional or required.
    • Designate a signer
    • Once information is entered select Place Field.

 

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Mail Merge Tab

  • The Mail Merge tab is for information that will be merged from a CSV file.
  • There are 2 default Merge Fields:
    • TaxpayerName
    • Salutation
  • All other fields will be created using “Create Custom Merge Fields”.

 

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Placing Merge Fields

  • Merge Fields are placed using the same steps as Signature Placement items.
  • Set your cursor on the document where information from a spreadsheet should appear.
  • Click on either of the default items or create a custom field.
  • Every merged field will become the header of a column in the CSV spreadsheet.
  • When a merge field is created, it’s saved if needed again for that document.
  • When custom merge fields are created, spaces will be removed.
  • Do not add any special characters to the naming 
  • Merge Fields can be placed anywhere on a document, including headers and footers.
  • There is no limit to the number of Merge Fields that can be added.

 

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Creating the CSV File

  • Once all the necessary merge files have been placed, you will create the spreadsheet by selecting “Create CSV Template”.
  • A CSV file will be created.
  • Save this file.
  • Each Merge Field will be a column header on the spreadsheet.

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CSV Template

  • Column A – Signer1Email is one of two required columns in the CSV Template.
  • TaxPayerName is the other required field.
  • If there are multiple signers, there will be a column for each email address.
  • If information isn’t in those columns, the document will be completed after the first signer is finished.
  • If those cells have information, the document will continue until all parties have signed.
  • The cell containing the Version Information is a required cell.
  • This information cannot be removed.
  • It will always be a single cell and one column to the right of your last column, in Row 2.
  • If this is removed, your template will not pass Step 2 of Mail Marge, “Check Errors”.
  • Fill in the spreadsheet with all the data that needs to be merged into your Word Template.
  • There is no character limit within cells.
  • Many firms merge entire paragraphs from the CSV Template.
  • Merge Fields will move up to fill in information blank spaces.
  • For example, if AddressLine2 is used but doesn’t have any information, CityStateZip would move up so that there isn’t a space below AddressLine1.
  • Once your Word Template and your CSV Template are completed, Save & Close both.
  • Move on to Mail Merge.

 

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How to use the Mail Merge Wizard

  • Sending batches of documents for e-signature starts with the Mail Merge Wizard.
  • When you open the desktop app you will be taken to the Mail Merge Wizard.
  • There are five steps to batch process and send documents for e-signature:

 

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Step 1: Select Files

  • The documents must be saved and closed before beginning.
  • Step 1 requires that two completed files be selected for merging:
    • A Word document.
    • A CSV file.
  • The Word document can be either an already completed template or one created during this step.
  • Our Best Practice Policy is to use a template that has already been completed [Open Document Template].
  • The CSV file needs to be completed and needs to have been created using the Word plugin.
  • The names of the documents will appear at the bottom of each box once selected.
  • Select Step 2: Check Errors.

 

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Step 2: Check Errors

  • During Step 2, the Mail Merge Wizard will verify that the selected files can be successfully merged.
  • If there are errors, a detailed description will be shown and must be resolved before trying again.
  • Select Step 3: Merge Files.

 

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Step 3: Merge Files

  • Step 3 will merge the files.
  • You will see a progress bar as the documents are completed.
  • Once complete, a window showing all documents will open.
  • The document names will all be the same and shown in the first column.
  • The email address of the first signer will be shown in the second column.
  • Select Step 4: Configuration.

 

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Step 4: Configuration

  • Document Type will be selected in this step.
  • Your firm’s retention policy is based on Document Type.
  • The options are pulled from Signatures Settings.
  • The “Title” will be the subject in all email notifications and will be identical for all recipients.
  • The message will also be identical for all recipients.
  • You can require an Access Code for all documents.
  • Select Step 5: Send for Signature.
  • All documents will be sent for e-signature.
  • Document information will appear in your Signature Report.

 

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                     Questions?
          Contact our Support team at
support@safesend.com or 855-818-3552.

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