Send the same document to many people

When the same document has to reach many people — a declaration for the whole team, a set of rules for the members, an amendment for a client list — you do not repeat the wizard once per person. You prepare the document once, gather the people in the recipients step and turn on one option: the platform creates one document per recipient.

What separates this from an ordinary send with several signers is what each person sees. In an ordinary send, everyone signs the same document. Here, each person receives and signs only their own.

What this send does

In the wizard’s Recipients step, below the list of people, there is a switch labelled Create one document per recipient. The text underneath says what happens when you turn it on:

The document is used as a template to generate an independent copy for each recipient. Each person receives and signs only their own document.

With the switch off, the send is the ordinary one: one document shared by every signer, as in Send a document for signature.

The switch appears only when there are at least two recipients with the Signs role. If the list drops to a single signer, the send falls back to the ordinary mode on its own.

Choosing the people

People join the list through the Add button, as in an ordinary send:

New recipient — a blank row you fill in by hand.
Contact list — pick one or several of your contacts.
My contact info — add yourself.
Import list — paste a list, or load a .csv file.

For an import, the format is the one the screen itself states:

One person per line: Name, email

A comma, a semicolon and a tab all work as separators, and the screen shows how many people it recognised before it adds them.

Anyone arriving from the contact list or from an import with an email already on the list is not added again.

If you want someone to receive every copy without signing — a manager, an archive — change that person’s role to Receives copy. Only recipients with the Signs role produce a document each.

UNVERIFIED: reading the code, anyone with the Receives copy role is attached to every document created; it still needs confirming on a real send that they get one notification per copy.

Checking how many documents will be created

With the switch on, two counts appear:

N isolated dossiers — one per person on the list.
N documents to create — the people on the list times the number of documents you uploaded in the first step.

If you uploaded two files and have thirty recipients, that is thirty sets of documents, sixty documents in all.

UNVERIFIED: these counts add up everyone on the list, including people with the Receives copy role, who do not get a document of their own. With copy recipients on the list, the number shown can be higher than the number of documents created.

When the total goes above 50 documents, the wizard asks for an explicit confirmation before it lets you move on:

I confirm I want to create {{count}} documents

(on screen, {{count}} is the number of documents). Until you tick that box, the Next button stays disabled.

Repeated emails

If the same email appears on more than one row, the wizard blocks the send and shows:

Duplicate emails found. Each line creates its own copy — confirm any intentional duplicates.

Underneath, each repeated row appears with a keep as a separate copy box. You have two ways out:

Delete the extra row, if the repetition was a mistake.
Tick the box, if you really want that person to receive more than one document.

While any repetition is unresolved, the Next button stays disabled.

Placing the signature zones only once

In the Prepare Documents step you do not place zones for each person. There is a single signer, named Cada destinatário (the screen shows this name in Portuguese whatever your language), and the zones you place for it are copied into each person’s document, in the same positions.

UNVERIFIED: that shared signer’s signature type is the first recipient’s on the list, and each document created carries its own person’s signature type. What happens when recipients have different types (say, one with the Chave Móvel Digital and another with a simple signature) still needs confirming. Until then, give everyone the same type, under Customise.

Creation is not immediate

Unlike an ordinary send, the documents do not all appear the moment you confirm. The request is queued and processed in the background:

The request to create the documents was successful. You will be notified by email when the process is complete.

That email arrives when the queue finishes: one when creation succeeds, a different one if creation fails. If only some copies fail, the rest still go out for signing. Until then, the document list may not yet show every copy. Do not repeat the send because you cannot see them — repeating creates a second copy for each person.

What it costs

Each document created is charged when it is completed, not when you send. A document nobody ever signs is not deducted.

The summary in the Review & Send step estimates as for an ordinary send — zones times recipients. For how a signature is counted, see Plans, credits and extras.

UNVERIFIED: reading the code, the debit at completion is one signature per document, of that recipient’s type, whatever the number of zones, and the balance is not checked before the send. Which of the two counts reaches the balance still needs confirming on a real send.