Bulk Signature Requests

The Bulk Signature Request feature allows you to request electronic signatures from multiple users for multiple documents in a single operation. This is particularly useful when new documents become effective and require acknowledgement or approval from a group of people.

Create a bulk signature request

1. On the left sidebar, select Signatures.
2. Select Request Signatures.

Step 1: Select documents

In the left panel, select the documents that require signatures. Documents with an “effective” status are listed. Each card shows the document title, description, version number, and status badge.

1. Select individual document cards to toggle selection.
2. To select or clear all documents at once, select Select All or Deselect All.

The header shows how many documents are currently selected.

Step 2: Select recipients

In the right panel, select the users who should provide signatures. Admin users are automatically excluded from the list. Each card shows the user’s full name, email address, and role badge.

1. Select individual user cards to toggle selection.
2. To select or clear all users at once, select Select All or Deselect All.

The header shows how many recipients are currently selected.

Step 3: Choose signature action

In the Request Settings section:

1. From the Signature Action dropdown, select the type of action.

Action	Description
Approve Document	Request formal approval of the document
Acknowledge Review	Request acknowledgement that the document has been reviewed
Complete Training	Request confirmation of training completion
Certify Compliance	Request certification of compliance with the document

Note

The signature action applies to all document-user combinations in the batch. If different documents require different actions, submit separate bulk requests.

Step 4: Review summary and send

1. Review the Request Summary panel:
   • Documents — number of documents selected.
   • Recipients — number of users selected.
   • Total Requests — the total number of individual signature requests that will be created (documents x recipients).
   • Action Type — the selected signature action.
2. Select Send Signature Request(s) (the button label shows the total number of requests).

Caution

You must select at least one document and one user before sending. The Send button is disabled until both selections are made.

Review request results

After sending, a results panel appears showing the outcome of each individual request:

• Sent (green) — the signature request was successfully created and sent to the user.
• Error (red) — the request failed, with an error message explaining why.

The results header shows a summary badge with the count of successful and failed requests.

Reset the form

To clear all selections and start over, select Clear Form. This resets all selections, clears the action type back to the default, and removes any results.

To return to the main signatures list, select the back navigation.

What happens after sending

1. Each selected recipient receives a pending signature request for each selected document.
2. Pending signatures appear in each recipient’s Pending Signatures Queue on the Signatures page.
3. Recipients can sign each request individually.
4. You can verify completed signatures at any time.

Tip

For large batches, review the results panel carefully after sending. If any requests failed, note the specific document-user combinations and retry them individually or in a smaller batch.

Practical example: Annual SOP acknowledgement campaign

A quality manager needs all production and QC personnel to acknowledge updated SOPs that were revised during the annual document review cycle. Five SOPs were revised and 18 staff members need to confirm they have read and understood the changes.

Setting up the bulk request

1. The quality manager navigates to Signatures and selects Request Signatures.

2. In the Select Documents panel, they select the 5 revised SOPs:

   • SOP-MFG-001 v5.0 — Batch Manufacturing Procedure
   • SOP-QC-012 v3.0 — In-Process Testing Methods
   • SOP-CLN-005 v3.0 — Equipment Cleaning Validation
   • SOP-PKG-003 v4.0 — Primary Packaging Operations
   • SOP-WH-008 v2.0 — Warehouse Temperature Monitoring

   The header updates to show “5 documents selected.”

3. In the Select Recipients panel, they select 18 users across production and QC departments. Admin users are automatically excluded from the list. The header updates to show “18 recipients selected.”

4. In Request Settings, they select the signature action: Acknowledge Review.

Reviewing and sending

5. The Request Summary panel displays:

   • Documents: 5
   • Recipients: 18
   • Total Requests: 90
   • Action Type: Acknowledge Review

6. The quality manager selects Send Signature Request(s) (the button shows “Send 90 Signature Request(s)”).

Reviewing results

7. The results panel appears showing 88 requests as Sent (green) and 2 as Error (red). The errors indicate that 2 users already had pending signature requests for SOP-CLN-005 from a previous request.

8. The quality manager notes the 2 failed combinations. Since those users already have pending requests for that document, no further action is needed.

9. All 18 recipients now see the pending signature requests in their Pending Signatures Queue and can sign each one individually over the following days.