How to Create a Mail Merge in Addo Sign
When you want to create a mail merge, go to Send, select Mail Merge, and you will enter the module.
Please note that if you see the error message below, you need to contact Addo Sign support via the support chat or [email protected] and ask to gain access to the Mail Merge module - don't worry, it's completely free!
Here you need to choose which type of template your mail merge should be based on. You can choose between three template types:
Signing Template
Used when the recipient needs to sign the document.Form Template
Used when the recipient needs to fill out a form.Secure File Transfer Template
Used when sending a secure file transfer.
1. Templates
Next, choose the specific template you want to use. In this example, we've selected Signing Templates, so we can choose from all signing templates available on the account. The template determines, among other things:
how the recipient receives the notification,
how they authenticate themselves,
and how the signing process is handled.
If you're unsure which settings a template has, you can:
Go to Settings → Templates and click on the template, or
Create a new template tailored exactly to your mail merge purpose.
2. Mail merge document
After selecting the template, upload the actual document. This is the document all recipients will receive either to sign, fill out, or simply view - depending on the template selected. Upload the document by clicking Upload.
NOTE: If the document you upload contains existing merge fields (e.g., placeholders to be filled out individually per recipient), Addo will automatically recognize them. When you later download the CSV template (see step 4), these extra fields will be listed after Addo’s standard fields, so you can fill them in with the correct information for each recipient. This happens automatically and requires no extra setup. Simply fill out the fields as shown in the CSV file.
Example:
If you're working with a document such as a salary adjustment or a standard contract containing merge fields like [Name], [Address], or [Employee Number], Addo will automatically detect these fields when the document is uploaded. When you then download the CSV template, these fields will be placed after Addo’s standard fields, and you just need to fill in the unique information for each employee.
Good to know:
Most users performing mail merges in Addo do not work with documents containing merge fields, so this function may not be relevant to you. However, it's useful to know in case your organization later wants to send a bulk message where the document also contains individualized information for each recipient - Addo can also handle this with ease.
3. Data set
You’ll now see a few fields you need to fill out. It's not complicated, but important.
Data separator symbol
This separates fields in the CSV file.
The default is “;” in the system.
If your Excel uses “,” or another character, change it here to match, otherwise the validation will fail.
Reference number (optional)
Internal field, visible only to your organization in the overview.
Signing name (optional)
Another internal field used to group transactions in the overview. Not visible to the recipient.
4. Download and Fill Out the CSV Template
Click Download next to Download CSV template to get the CSV file you’ll fill out with recipient data. If you’ve used mail merge before, you can reuse a previously filled CSV file, as long as it matches the template you selected. When you open the downloaded file, you’ll see several fields.
Fields to fill out:
Document name (optional)
If left empty, Addo uses the name of the uploaded document. Fill this out only if each recipient should see a different document name.Signing identifier (required)
Must be filled with 1, 2, 3, 4, etc. This tells Addo that each row is an individual transaction.
Important about “Signing identifier”:
If two recipients share the same signing identifier:
They receive the same document
Their signatures will appear on the same document
They go through the signing process together
Use this only when multiple people are meant to sign the same document.
If each recipient should receive their own document, each must have a unique signing identifier (1, 2, 3, 4, etc.).
Sequence number (optional)
Used only if multiple people share the same signing identifier and must sign in a specific order.
If order matters, enter 1, 2, 3, etc.
If not, leave it blank.
Recipient name (required)
The name shown to the recipient.
Reference number (optional)
Similar to the earlier reference field, but on a recipient level.
You can enter unique values here if needed.
Email and/or PIN (at least one required)
Which to use depends on the template’s notification method.
Use Email if the recipient is notified via email.
Use PIN (CPR number) if the recipient should be notified via Digital Post, e-Boks, or mit.dk. Addo uses this to match the recipient's digital inbox.
5. Upload and Validate
When your CSV file is filled out:
Save the file
Go back to the mail merge page
Click Upload next to
Then click Validate Document
Addo Sign will now check whether all necessary fields are filled out correctly.
If everything is in order, the file will validate successfully.
If there are errors, the system will clearly show which row and which column is missing or contains incorrect information.
Important:
Most validation errors are caused by an incorrect data delimiter. Excel saves CSV files differently depending on the language setting:
Danish Excel usually uses
;English Excel usually uses
,
If your file was saved with a different delimiter than what is set in Addo Sign, validation will fail. To fix this issue:
Check if your CSV uses
;or,Update the data separator symbol in Addo Sign accordingly.
Upload the file again and re-validate.
After clicking Validate, if there are no issues, you should see something similar to the screenshot below. If you do, it means that everything has been validated, and you're ready to send.
6. Send
Once validation is successful, click Send. Your mail merge will now begin.
If you see the message below in the upper right corner after clicking Send, then that's completely normal - it just indicates that it may take a while for all transactions to be shown in the Overview, depending on how many transactions were sent. The more transactions, the longer time before they're all visible.
7. Overview
In the overview, you will now see:
Reference number
Signing name
Document name
Recipients
Status of all transactions
With this guide, you should be well equipped to perform a mail merge, whether using a signing, secure file transfer, or form template.
Final notes
The template you select controls the entire recipient experience, including:
How they’re notified
What happens when they open the link (sign, fill out a form, or just view the document)
All of these settings are already defined in your chosen template. That’s also why you’ll need to fill in either email or PIN. Addo Sign automatically matches this with the template’s notification method. Of course, small errors may still occur, so feel free to contact our support team if you need further assistance.