Understanding Campaigns
Bulk document sending with mail merge
Understanding Campaigns
Campaigns (also called Mail Merge or Bulk Send) let you send personalized documents to hundreds or thousands of recipients automatically. Upload a CSV file with recipient data, and SignNXT creates and sends individual documents to each person - all in minutes.
Send 100 personalized documents in 5 minutes instead of spending 8+ hours doing them manually. That's a 99% time reduction!
What Are Campaigns?
A campaign is an automated process that:
1. Takes a template (your document with signature fields)
2. Takes a CSV/Excel file (list of recipients with their data)
3. Creates individual documents for each recipient
4. Personalizes each document with recipient-specific data
5. Sends automatically to all recipients
6. Tracks progress in real-time
Think of it as "mail merge" for signature documents - like Microsoft Word's mail merge, but for documents that need signatures.
Perfect Use Cases
1. HR & Employee Onboarding ⭐ Most Popular
Scenario: Hiring 50 new employees, each needs to sign:
• Employment contract
• NDA
• Benefits enrollment
• Tax forms
Without Campaigns:
• Create 50 documents manually
• Enter each employee's name, email, salary, start date
• Send 50 individual emails
• Time: ~10 minutes per employee = 500 minutes (8+ hours)
With Campaigns:
• Upload CSV with 50 employees' data
• Map columns to fields
• Click "Send Campaign"
• Time: ~5 minutes total
Savings: 495 minutes (8+ hours)!
2. Education & Schools
Use Cases:
• Consent forms - Field trip permissions for 200 students
• Fee collection - Tuition invoices for 500 families
• Enrollment forms - New student registration
• Report cards - Signatures required from parents
3. Real Estate
Use Cases:
• Lease agreements - 100 tenants renewing leases
• Property disclosures - Multiple buyers viewing properties
• Maintenance agreements - Annual service contracts
• HOA documents - Community association forms
4. Healthcare
Use Cases:
• Patient consent forms - HIPAA authorizations
• Insurance forms - Benefit enrollment
• Treatment plans - Patient acknowledgments
• Vaccination records - Parent signatures
5. Sales & Business
Use Cases:
• Client contracts - Service agreements for 50 new clients
• NDAs - Confidentiality agreements for partners
• Vendor agreements - Purchase orders
• Subscription renewals - Annual contract renewals
How Campaigns Work
The Simple 3-Step Process
1. Upload CSV File - List of recipients with their data
2. Map Columns - Connect CSV columns to document fields
3. Send Campaign - SignNXT does the rest automatically
What Happens Behind the Scenes
When you start a campaign, SignNXT automatically:
1. Reads your CSV file row by row
2. Creates a document from your template for each row
3. Fills in personalized data from that row
4. Assigns signers based on your mapping
5. Sends email invitations to each recipient
6. Tracks progress and updates statistics
7. Handles errors gracefully (failed rows don't stop the campaign)
All of this happens automatically in the background while you can continue working!
Campaign vs Individual Documents
When to Use Campaigns
✅ Sending to 10+ recipients with similar documents
✅ Personalized data for each recipient (names, amounts, dates)
✅ Recurring process (monthly, quarterly, annually)
✅ Time-sensitive bulk sending (all at once)
✅ Data already in spreadsheet (CSV/Excel)
When to Use Individual Documents
❌ One-off documents (1-5 recipients)
❌ Highly customized documents (each completely different)
❌ No data file available
❌ Need manual review of each document before sending
Key Benefits
1. Massive Time Savings
• 99% faster than manual document creation
• 5 minutes to send 100 documents vs 8+ hours manually
• Automated - no repetitive work
• Scalable - 10 recipients or 1,000, same effort
2. Personalization at Scale
• Each document is unique to the recipient
• Custom data pulled from your CSV
• Professional appearance - no copy-paste errors
• Recipient-specific emails and documents
3. Error Reduction
• No manual data entry - eliminates typos
• Consistent formatting across all documents
• Validation - catches errors before sending
• Audit trail - track what was sent to whom
4. Real-Time Tracking
• Progress dashboard - see how many sent/signed
• Individual status - track each recipient
• Statistics - completion rates, time to sign
• Error logs - identify and fix issues
5. Professional Workflow
• Branded emails - professional appearance
• Automatic reminders - configurable follow-ups
• Expiry dates - set deadlines for signing
• Certificates - proof of completion
Campaign Features
CSV/Excel Support
• File formats: CSV, XLSX, XLS
• Max file size: 10MB
• Max recipients: 10,000 per campaign
• Auto-cleanup: Removes empty rows, validates data
Column Mapping
• Smart suggestions: Auto-matches columns to fields
• Flexible mapping: Map to roles and merge fields
• Static values: Use same value for all (optional)
• Preview: See how data will appear before sending
Document Naming
• Dynamic names: Use CSV data in document names
• Row numbers: Auto-number documents
• Custom format: Combine multiple columns
• Easy tracking: Find documents by name
Progress Tracking
• Real-time updates: See progress as it happens
• Statistics: Total, created, sent, signed, failed
• Timeline: When campaign started/completed
• Error logs: Detailed failure information
Campaign Controls
• Save as draft: Review before sending
• Edit drafts: Modify before starting
• Send immediately: Start processing right away
• View details: Drill down into individual documents
Daily Sending Limits
To ensure quality and prevent abuse, campaigns have daily sending limits:
Professional Plan
• Default limit: 100 documents per day per user
• Resets: Automatically at midnight
• Upgrades: Available for higher volumes
• Tracking: See remaining quota in real-time
How Limits Work
• Limit is per user, not per workspace
• Quota is reserved when campaign is created
• Failed documents don't count against limit
• Drafts don't use quota until sent
Example:
• Your limit: 100/day
• Morning: Send campaign with 60 recipients
• Remaining: 40
• Afternoon: Can send another campaign with up to 40 recipients
• Tomorrow: Limit resets to 100
Contact support to upgrade your daily limit. Custom limits are available for high-volume users with flexible expiry dates.
Requirements
To Use Campaigns, You Need:
1. Professional Plan - Campaigns require Professional plan or higher
2. Template - Create a template first (with roles and fields)
3. CSV/Excel File - Recipient data in spreadsheet format
4. Valid Data - Names, emails, and any merge field data
CSV File Requirements:
• First row: Must contain column headers
• Name columns: For each signer role
• Email columns: Valid email addresses
• Data columns: For any merge fields (optional)
• Clean data: No empty rows in the middle
Real-World Example
School Fee Collection Campaign
Scenario: School needs 300 parents to sign fee consent forms
Step 1: Prepare Template
• Create "Fee Consent Form" template
• Define role: "Parent"
• Add merge fields: Student Name, Class, Fee Amount
• Place signature field for parent
Step 2: Prepare CSV File
Parent Name,Parent Email,Student Name,Class,Fee Amount
John Smith,john@email.com,Emma Smith,Grade 5,$500
Jane Doe,jane@email.com,Michael Doe,Grade 3,$450
...
(300 rows total)
Step 3: Create Campaign
• Click "Start Campaign" on template
• Upload CSV file
• Map columns:
- Parent role → Parent Name, Parent Email
- Student Name field → Student Name column
- Class field → Class column
- Fee Amount field → Fee Amount column
• Click "Send Campaign"
Result:
• 300 personalized documents created in 5 minutes
• Each parent receives email with their child's specific form
• School tracks who has signed in real-time
• Automatic reminders sent to non-signers
Time Saved:
• Manual: 300 × 10 minutes = 3,000 minutes (50 hours!)
• Campaign: 5 minutes
• Savings: 99.8%
Common Questions
Can I send to different numbers of signers per document?
Yes! Each row in your CSV can have different signers. Just include the appropriate columns for each role.
What if some recipients don't have all the data?
You can leave merge fields empty in the CSV. Those fields will appear blank in the document for the recipient to fill.
Can I review documents before sending?
Yes! Save the campaign as a draft, review the first few documents, then start sending when ready.
What happens if an email bounces?
The campaign continues processing other recipients. Failed documents are tracked in the error log.
Can I pause a campaign?
Yes! You can pause and resume campaigns from the campaign detail page.
How do I know when everyone has signed?
The campaign dashboard shows real-time statistics. You'll see exactly how many have signed and who's pending.
Can I send reminders?
Yes! Configure reminder settings when creating the campaign. Automatic reminders will be sent to non-signers.
What if I make a mistake in the CSV?
Save as draft first, review the preview, and fix any issues before sending. Once sent, you can't recall documents.
Next Steps
Ready to create your first campaign?
1. Create a template - Set up your document with roles and fields
2. Prepare your CSV - Export recipient data to CSV/Excel
3. Start a campaign - Follow the wizard to send
4. Track progress - Monitor signing status in real-time
Campaigns are one of SignNXT's most powerful features. Perfect for HR, education, real estate, healthcare, and any business sending similar documents to multiple people.
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Need help?
If you have questions about campaigns, contact our support team at support@signnxt.com
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