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How to Send Bulk Mail in Doculan?

This guide explains how to send bulk e-sign documents to multiple recipients at once.
Bulk e-sign helps automate sending the same contract or form (like NDAs, consent forms, or offer letters) to many users simultaneously — each receiving their own personalized copy.

Overview

In bulk mode:

  • One template or document is sent to many recipients.
  • Each recipient gets a separate document for signing.
  • You can import recipient details manually or via CSV file.
  • The system tracks each email independently and provides a complete audit trail.

Step 1 — Open the Bulk Mail Setup

  1. Go to your Dashboard.
  2. Locate the folder containing your e-sign-ready document.
  3. Click the ⋮ (three dots) menu under the Actions column.
  4. Select E-Sign to open the configuration page.
  5. Click Send Mail, then choose the Bulk Mail option.

Step 2 — Prepare Your Document Fields

Ensure the document has all the required signature, text, date, and email fields configured before bulk sending.

Tip: You can save a document as a template so that each bulk recipient gets an identical copy with predefined fields.

Step 3 — Prepare Recipient Data

You can add recipients in two ways:

Option 1: Upload CSV File

Steps to Upload CSV File
  1. Click Upload CSV File.
  2. Choose a file from your computer that follows the required format.
  3. Doculan reads each row as one recipient.
  4. Verify the uploaded data in the preview table.
  5. Click Validate to ensure all email addresses are correctly formatted.

CSV File Format Example

📄 Download CSV Example

Each line = one recipient’s document
All the documents are generated and sent individually.

Option 2: Enter Manually

Steps to Enter Recipients Manually
  1. In the Recipients text area, type details for each recipient.
  2. Follow the sample format provided on-screen.
  3. Press Enter or Add Line for each recipient.
  4. Each line represents one document to be sent.

Screenshot for Document

Step 4 — Track Bulk Document Status

Once sent, return to your folder and click Audit on the corresponding bulk batch.

You’ll see:

Column Description
Name Recipient’s name
Email Email sent to
Status Sent / Opened / Signed / Declined / Expired
Last Modified Date of last action
Actions View / Resend / Cancel / Delete / Download
  • Sent time
  • Opened time
  • Signed time
  • Recipient’s IP & device info
  • Completed or declined status

You can also export this data as a report for compliance records.

You’ve successfully sent a Bulk E-Sign Document!

Now, you can efficiently manage hundreds of contracts or forms using Doculan’s bulk automation and AI-assisted tools.

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