Doculan E-Sign instructions

Author: Muralidharan812

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+<!-- * [Home](/)
+* [Docs](./README.md)
+* [GitHub](https://github.com/virtualansoftware) -->

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-- [Getting started]()
+- [Getting started](README.md)
+
+- [Doculan — eSign Instructions](doculan_eSign_Instructions)
+
+- [E-Sign](#e-sign)
+    - [How to send single party document?](single-party-document.md)
+    - [How to send multiple party document?](multiple-party-document.md)
+    - [How to send Bulk mail?](bulk-mail.md)
+    - [How to cancel eSign document?](cancel-esign-document.md)
+    - [How to decline eSign document?](decline-esign-document.md)
+    - [How to resend eSign document?](resend-esign-document.md)
+
+- [E-Sign Template](#e-sign-template)
+    - [What is Myself / Team template?](myself-or-team-template.md)
+    - [How to create template?](create-template.md)
+    - [How to update template?](update-template.md)
+    - [How to delete template?](delete-template.md)
+
+- [Share Document](#share-document)
+    - [How to share document?](share-document.md)
+    - [How to resend shared document?](resend-shared-document.md)
+    - [How to cancel shared document?](cancel-shared-document.md)

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+<!-- 1. Choose **E-Sign → Bulk Mail**.  
+2. Upload a `.csv` file or enter addresses manually.  
+3. Each line or entry represents a separate document to be sent.  
+4. Paste multiple addresses following the sample format provided.  
+5. Choose expiry and reminder settings.  
+6. Click **Send Bulk Mail**.  
+
+🖼️ *Screenshot Placeholder: Bulk mail upload view* -->
+
+
+<!-- ***************************************************************************************** -->
+
+
+# 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.
+
+<!-- ### Field Configuration Checklist:
+- Signature Field   
+- Name and Email Field   
+- Date Field   
+- Text Fields for form responses   
+- “Save E-Sign” clicked before proceeding  -->
+
+---
+
+##  Step 3 — Prepare Recipient Data
+
+You can add recipients in two ways:  
+<!-- - **Option 1:** Upload a **CSV file**  
+- **Option 2:** Enter manually into the text area -->
+
+---
+
+###  Option 1: Upload CSV File
+
+<details>
+  <summary><b>Steps to Upload CSV File</b></summary>
+
+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.
+</details>
+
+####  CSV File Format Example
+
+<p>
+  <a href="files/Bulk_Mail_CSV_File.csv" target="_blank"
+     style="display:inline-block; background-color:#007bff; color:white; padding:10px 20px; border-radius:6px; text-decoration:none;">
+    📄 Download CSV Example
+  </a>
+</p>
+
+
+<!-- <iframe src="files\Bulk_Mail_CSV_File.csv"
+        style="width:100%; height:600px; border:2px solid black; border-radius:4px;">
+</iframe> -->
+
+
+<!-- | Name | Email | Company | Role |
+|------|--------|----------|------|
+| John Doe | john@example.com | Virtualan | Manager |
+| Sarah Lee | sarah@example.com | Virtualan | HR |
+| Amit Patel | amit@example.com | Virtualan | Legal | -->
+
+**Each line = one recipient’s document**  
+All the documents are generated and sent individually.
+</details>
+
+---
+
+###  Option 2: Enter Manually
+
+<details>
+  <summary><b>Steps to Enter Recipients Manually</b></summary>
+
+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.
+
+<!-- **Example:**
+John Doe, john@example.com
+Sarah Lee, sarah@example.com
+Amit Patel, amit@example.com
+
+5. Click **Validate** to confirm all entries are correct. -->
+</details>
+
+<img src="images\Bulk_Mail_Manual_CSV.png" style="border:2px solid black; border-radius:4px; width:100%; max-width:800px;" alt="Screenshot for Document">
+
+---
+
+<!-- ##  Step 4 — Generate Email Content (Using AI Assist or Manual)
+
+You can create the email content in two ways:
+- Write manually  
+- Use **AI Assist** to generate customized content
+
+<details>
+  <summary><b>Steps to Generate Email Using AI Assist</b></summary>
+
+1. Click the **AI Assist** button.  
+2. The AI chatbot will appear on the side panel.  
+3. Provide a short prompt, e.g.  
+   *“Write an invitation email for document signing for our employee contract.”*  
+4. The AI will auto-generate a professional message.  
+5. Click **Insert to Email Body** to add it instantly.  
+</details>
+
+###  Sample Email Template
+
+Subject: Please Review and Sign the Document
+
+Dear [Name],
+
+You have been requested to review and sign the attached contract.
+Please click the document link below to proceed with your digital signature.
+
+[Document Link]
+
+Thank you,
+Virtualan Doculan Team
+
+
+--- -->
+
+<!-- ##  Step 5 — Attach Document Link and Send
+
+1. Drag and drop the **[Document Link]** placeholder into the email body.  
+2. Review all the fields once again:
+   - Recipients List   
+   - Subject   
+   - Email Body   
+   - Document Link   
+3. Click **Send Bulk Mail**.
+
+>  Each recipient gets their **own document copy**, linked uniquely for secure signing.
+
+--- -->
+
+<!-- ##  Step 6 — Schedule Bulk Emails (Optional)
+
+You can schedule the bulk emails to go out at a future date or time.
+
+<details>
+  <summary><b>Steps to Schedule a Bulk Mail</b></summary>
+
+1. In the **Send Mail** window, enable **Schedule Mail**.  
+2. Choose the desired **date and time**.  
+3. Click **Confirm Schedule**.  
+4. Doculan automatically sends all emails at the scheduled time.
+</details>
+
+--- -->
+
+<!-- ##  Step 7 — Set Expiry Date & Reminders
+
+1. Under **Mail Settings**, set:
+   - **Expiry Date:** The deadline for signing.  
+   - **Reminder Frequency:** How often to remind pending signers (daily, weekly, etc.).  
+2. Click **Save Settings**.
+
+This ensures signers receive follow-up reminders until the document is signed or expires.
+
+--- -->
+
+##  Step 8 — 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 |
+
+- 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.
+
+---
+
+<!-- ##  Step 9 — Resend or Cancel Bulk Documents
+
+| Action | Description |
+|--------|-------------|
+| **Resend** | Available only if the document has expired |
+| **Cancel** | Cancels pending requests for all unsent signers |
+| **Delete** | Permanently removes the record from bulk history |
+
+--- -->
+
+<!-- ##  Step 10 — Recipient Experience
+
+Each recipient receives a **personalized email** with their own signing link.
+
+Steps:
+1. Open the email and click the **document link**.  
+2. Verify the **OTP** sent to their email.  
+3. Fill in the required details.  
+4. Click the **Signature Field** and choose:
+   - **Type**
+   - **Draw**
+   - **Upload Image**  
+5. Click **Submit** once done.  
+
+After signing:
+- The recipient gets a confirmation email.
+- The sender’s dashboard updates with **“Completed”** status.
+
+--- -->
+
+<!-- ##  Step 11 — Completion and Certification
+
+When all recipients finish signing:
+- Each document gets an **SSL Certified** completion page.  
+- The system generates a **Certificate of Completion** for each signer.  
+- The sender can **download** all completed copies in bulk or individually.  
+
+>  Every signed document is verifiable with an audit trail and timestamp logs.
+
+--- -->
+
+<!-- ##  Step 12 — Audit Trail Summary
+
+Open **Order Trail** to see:
+- 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.
+
+© Doculan by [Virtualan Software](https://www.virtualan.io)