Batch Documents for Compliance and Faster Signing

When several documents have the same recipient(s) or you have a set of documents that go together, select Legalesign Batching to get a toolkit specifically tailored for those scenarios. In this article, we'll review the features, identify some use cases, see how it works, and how to use it.

Features within Batching

• Enforce ordering to ensure compliance
  Optionally enforce ordering. Every recipient must complete signing one document before moving to the next, ensuring compliance with legal or regulatory workflows.

• Auto-jump: faster signing and less attrition
  A recipient with more than one document to complete will auto-jump through the batch to more easily complete all their documents in one sitting.

• No email overload

  All email notifications are managed in the context of the batch (and not sent for each individual document event).

• Intelligent form completion
  Auto-fill the same form field values across all similar fields in the batch, and even within the same document.

• Enhanced Tracking and Visibility
  The 'Batches' tab allows users to review and monitor the progress of batches in real time. This provides better oversight of all documents and maintains transparency across teams and regions.

The video below is the 'Batches' tab on the dashboard.

Use Cases for Batching

• Recruitment Processes: Speed up recruitment by combining offer letters, NDAs, background checks, and reference forms into one batch.

• Employee Onboarding: Simplify onboarding by bundling contracts, handbooks, and policies for a smoother process.

• Healthcare: Expedite patient care by batching consent forms, prescriptions, and medical reports, especially in urgent cases.

• Conveyancing: Streamline legal workflows with batches of identity proofs, property deeds, and consent forms, ensuring compliance and faster transactions.

• Procurement and Operations: Reduce administrative burden by grouping vendor agreements, purchase orders, and compliance reviews for seamless approvals.

• Enterprise: Support large-scale operations by batching documents, such as contract renewals, internal audits, or compliance records for compliance and scalability.

How to create a Batch:

1. Click the Send button on the left of your screen.

2. Select ‘Standard Send’ on the pop-up window.

3. Select all the Templates you need for the Batch (You can add more later).

4. Click ‘Add Templates’ to visit the Multi-Send options page.

5. Click "Add as a Batch".

6. Give your Batch a unique name to help find it later.

7. Click 'Enforce ordering' to force signers to sign in a specific order.

8. Then click ‘Confirm’.

9. Input all the required sender fields, navigating between Templates using the tabs.

10. Click ‘Save as a Draft’ to save the Batch if you want to send it again later.

11. Fill in the Recipient details for each Template.

12. When you’re ready just click ‘Send’ to send your Batch out to your Recipients.

Watch the video below for a step-by-step tutorial.

Legalesign Batching is a useful way for organisations to save time, reduce complexity, and ensure compliance for their document workflows. Batched Documents enhance client satisfaction, meet regulatory requirements, and deliver benefits to any organisation managing multiple documents or require signing in a specific order.

Contact us for more information on how batching can help your organisation.