How to Send Word Documents for Digital Signature (eSignGlobal Advanced Guide)

Table of Contents

• 1) When to use these features
• 2) Prepare your Word document (DOCX → PDF tips)
• 3) Bulk Send (one template × many recipients)
• 4) Scheduled Send (time-zones & orchestration)
• 5) Signing Order (serial/parallel/mixed)
• 6) FAQ
• 7) Implementation Checklist

1) When to use these features

• You need to send Word documents for digital signature to many recipients.
• You want delivery at local working hours (time-zone aware).
• You must enforce a strict approval/signing order.

2) Prepare your Word document (DOCX → PDF tips)

• Direct DOCX: ensure fonts are standard or embedded; avoid macros; keep images inline.
• Recommended for fidelity: File → Save As → PDF in Word to preserve layout, pagination, and static content integrity.

3) Bulk Send (one template × many recipients)

Goal: send the same Word-based contract to many recipients with per-recipient variables.

Steps

1. Enable Bulk Send in Extensions/Plugins.
2. On the Send page, choose Bulk Send.
3. Download sample CSV; fill rows with recipient/CC, subject, remark, and variable columns (e.g., {{company}}, {{amount}}, values sourced from your Word template fields).
4. Upload CSV → validate column-to-placeholder mapping.
5. Preview a sample to confirm variable rendering and field placement.
6. Send; track progress in Bulk Files, export the status report.

Tips

• Pilot 5–10 rows before full rollout.
• Keep CSV column names = template variables.
• Enable OTP/SMS and archive evidence packages for regulated flows.

4) Scheduled Send (time-zones & orchestration)

Use cases: cross-time-zone teams, coordinated launches, HR/payroll cycles.

Steps

1. Enable Scheduled Send.
2. On the launch page, dropdown next to Direct Send → Send Later (pick date/time/time-zone).
3. Or on the field page, dropdown next to Send Now → Send Later to schedule after field placement.
4. Pair with automatic reminders and a signing deadline.

Tips

• Aim for recipient’s local morning; stagger large batches to reduce throttling/bounces.

5) Signing Order (serial/parallel/mixed)

Use cases: Word agreements that require review → approval → legal → customer.

Steps

1. Add all recipients (signers/CC).
2. Assign order numbers: same number = parallel, different numbers = serial.
3. In Add Fields, place fields per recipient view to avoid overlap.
4. Preview and send; steps trigger sequentially as defined.

6) FAQ

Q1: Should I send DOCX or PDF?
You can send DOCX, but PDF preserves layout best and adds tamper-resistance.

Q2: Can I personalize Word contracts in bulk?
Yes—map variables in your template to CSV columns; values render per row.

Q3: Does scheduling respect time zones?
Choose a time-zone explicitly; otherwise your account default is used.

Q4: How do I nudge pending signers?
Use Resend from “Waiting on Others”.

7) Implementation Checklist

• Template: unify variable names; role-based fields; sample data sheet.
• Data: validate with 5–10 rows; log and fix errors.
• Combo: Bulk × Scheduled × Signing Order + deadline & auto reminders.
• Risk: access code/OTP/ID/face; archive timestamps, hashes, audit logs and a full evidence package.
• Automation: API triggers/callbacks; dashboard KPIs—open rate, completion rate, time-to-sign.