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For AI agents: a documentation index is available at https://docs.coverbase.com/llms.txt. This page is also available in markdown by appending .md to the URL.
This guide is part of the User Guides collection. A bulk send starts from a published template, so read Signature templates first. Each row becomes an ordinary envelope, tracked as described in Sending for signature. To write the agreement itself in Coverbase, see the passage library.
Bulk send is part of e-signature. If you do not see Signatures and Templates under Contracts in the left navigation, ask your Coverbase account team to turn it on.
Bulk send takes one published template and a list of parties, and makes one envelope per row. Use it when the paper is the same and only the counterparty changes: a mutual NDA for every new supplier, or revised terms for a whole category of vendors. Each envelope it makes is an ordinary envelope. It has its own signing order, its own expiry, its own audit trail and its own executed copy, as if you had sent it through the wizard. The batch is the record of how they were made, and the place to see which rows went out. The mistake people make most often is pasting a spreadsheet with its own column headings instead of the header line the page gives them: a heading that matches no party and no labeled field is ignored, and the batch sends without the values in that column.

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Before you start

  • Publish the template. Only published templates are offered. See Signature templates.
  • Have a name and an email for every party on every row. A template’s parties are all required, and a bulk send cannot drop one. If your own signatory is the same person on every envelope, repeat them on every row.
  • Label the fields you want to prefill. Only a field with a Label in the field inspector, and not set to Read only, can take a value from the list.
  • Build the template from Upload or Write. A template built From a document or From a contract sits on one vendor’s document, and Coverbase files the executed copy of every envelope sent from it among that vendor’s documents.
  • Check the expiry and your signing settings. Every envelope in a batch expires after the template’s Default expiration when it has one, and otherwise after your organization’s Default Expiry (Days). Every envelope follows your organization’s Require email verification setting. Both organization settings are under Configuration → E-signature. The bulk send page has no setting for either.

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Where it lives

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Send a batch

1

Pick the template

Template lists your published templates by name. Publishing a new version of a template retires the version it replaced, so each template is listed once. Once you pick one, Columns the list needs shows the header line for that template, with a copy button beside it.
2

Name the batch

Batch name is how the batch appears under Bulk sends. Leave it empty and it takes the template’s name. Signers never see it: each envelope has its own name.
3

Paste the list into Parties

The first line must be the header. Either paste the header line from the page and add one comma-separated line per envelope under it, or put the same headings in the first row of a spreadsheet, one per column, and paste the cells in.
4

Read the preview

The count above the preview is how many envelopes will be made. Each line shows the envelope’s name and who fills each party. Anything that cannot be sent is listed in red, and Send stays grayed out until it is fixed.
5

Add a message

Email subject becomes the subject line of every invitation in the batch. Leave it blank to use your organization’s invitation wording. Email message is added to every invitation.
6

Choose how the links go out, and send

Leave Email every party their signing link on unless you will hand the links out yourself. Send counts your rows (Send 4 envelopes for a list of four), queues the batch, and opens its page.
Bulk send page with the Mutual NDA template picked, a Columns the list needs panel showing the header line and a copy button, an empty Parties box, email fields, the email switch and a grayed-out Send button

The first step. Picking a template shows the columns its list needs, as a header line you can copy.

Bulk send page with a pasted comma-separated list, a preview table of envelopes with each party's name and email, the email subject and message filled in, and a Send 4 envelopes button

A list of four, ready to send. The second row had no envelope name, so it will be named from the template.

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How the list is read

The first line is the header. Every line after it that is not blank becomes one envelope. <party> is either the key the header line uses (party_1) or the party’s name as the template shows it (Supplier signatory). Headings ignore capitals, an underscore counts as a space, and the columns can come in any order, so Supplier signatory email and party_1 email are the same column. What catches people out:
  • A column headed Name on its own is read as the envelope name, not as anyone’s name.
  • email and e-mail both work.
  • In comma-separated lines, wrap a value that contains a comma in double quotes: "4 Wharf Road, Leeds". Cells pasted from a spreadsheet arrive separated by tabs and need no quotes.
  • Two parties on one row cannot share an email address.
  • A batch holds up to 500 rows.
  • The preview shows the first 50 rows, and the red box the first 10 problems. Every row is sent.
  • Problem messages count the header as row 1, so the first envelope is row 2. Blank lines are not counted. The title of the red box counts rows, so a row with two problems counts once.
Bulk send page with a pasted list, a preview of three rows, a Columns ignored note, and a red box reading 2 rows cannot be sent with one problem for row 3 and one for row 4

Problems are caught before anything is queued. Row 3 has no email for the second party, and row 4 names nobody for the first. The Notes column matches nothing, so it is listed as ignored.

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Prefilling fields

A column headed with a field’s Label fills that field on the row’s envelope. The header line on the page lists every field you can prefill, after the party columns.
  • Only a field with a Label that is not Read only can be prefilled.
  • The value goes into every field on the envelope with that label, whichever party the field belongs to. Give two parties’ fields different labels if they need different values.
  • The signer sees the value already filled in and can change it.
  • Coverbase does not check the value against the field’s options or format, so a Dropdown value has to match one of its options exactly.
  • To prefill a field that has no label, add one in the template. If the template has been sent from, that means a new version.

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Access codes

Add a <party> access code column to give that party an access code on their envelope, the same as setting Identity Check to Access code in the wizard. A code has to be 4 to 64 characters. The header line on the page does not include this column, so add it yourself. Coverbase never shows a code again, on the batch page or anywhere else. Send each one to its party some other way, never in the signing email.

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What each party receives

With Email every party their signing link on, which is the default:
  • Coverbase works down the list one row at a time, making and sending each envelope.
  • Each envelope asks its parties in the template’s order. The first is emailed an invitation when the envelope is sent, and the next when the step before them is done, as for any envelope (routing order).
  • The invitation names you as the sender, names the envelope, and carries your Email message. Its subject line is your Email subject. Left blank, it is your organization’s Invitation wording under Signing Emails in your signing settings, and without that it reads like Jordan Lee sent you Mutual NDA · Kestrel Freight.
  • Expiry follows the template, and email verification your organization’s settings, as described in before you start.
  • When the last party signs, every party is emailed the executed copy.
With the switch off, it reads Mint links only; I will distribute them. Coverbase makes and sends every envelope but emails nobody. The batch page then has a Signing Links column: each sent row lists its parties, with a button that copies that party’s own signing link, for you to send them. The envelope’s Portal link works too: the party enters the email address the envelope was sent to, and Coverbase emails them a one-time code before the document opens.

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Track a batch

The batch page opens as soon as you send, and refreshes itself until the batch finishes. Across the top: the batch name and status, the template, who started it and when, and four counts: Rows, Sent, Failed and Skipped. Below it is one line per row. Once a row’s envelope exists, its name links to it and Sent shows when it went out. A row that could not be sent shows the reason under its status.
Batch page for Q4 supplier NDAs with a Queued badge, counts of 4 rows and 0 sent, failed and skipped, a Cancel remaining button, and four pending rows with envelope names and parties

A batch the moment after Send: queued, with nothing sent yet. Row 2 had no envelope name, so it is named after the template and its first party.

On Bulk sends, Progress sums a batch up, for example 3 of 4 sent, 1 not sent. “Not sent” counts failed and skipped rows together. Each envelope from a batch is also listed on Contracts → Signatures like any other, and the first event on its audit trail says a bulk send created it. To remind, correct or void one, open it and use the actions in Sending for signature. Three things to know about the envelopes a batch makes:
  • They are not filed against a vendor or a contract. An envelope’s Details read Not associated with a vendor. Use Select a vendor there if you want it on a vendor’s record.
  • The executed copy is kept on the envelope, where Download signed copy fetches it once every party has signed. It also lands among a vendor’s documents only when the template was built on that vendor’s document (see before you start).
  • The first one sent freezes the template. The template version is then cited in an audit trail, and changing it takes Edit as new version, as after any send.

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Cancel remaining

Cancel remaining shows while a batch is Queued or Sending. It stops every row that has not gone out: those rows become Skipped with the reason Canceled by the sender, and the batch reads Canceled. Envelopes already sent stay out. To stop one of those, void it from the envelope.
Batch page with a Canceled badge, counts of 4 rows and 4 skipped, and four rows marked Skipped with the reason Canceled by the sender

The same batch after Cancel remaining. Every row that had not gone out is Skipped, with the reason under it.

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Who can do what

Custom roles are covered in Permissions and roles.

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Limits

  • Up to 500 rows in a batch. Split a longer list into several batches.
  • One batch at a time per organization. Later batches wait as Queued.
  • If your plan caps envelopes per month, the page says how many your plan still allows under Columns the list needs. A longer list shows More envelopes than the plan allows and cannot be sent.
  • A batch cannot set its own expiry or email verification, add a private note for one party, or file its envelopes against a vendor or a contract.

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Troubleshooting

Signature templates

Build and publish the template a bulk send starts from, and label the fields you prefill.

Sending for signature

Track, remind, correct or void each envelope the batch made.

The signing experience

What every party on the list sees when they open their link.

E-signature overview

Envelope statuses, and the signing settings every envelope in a batch follows.