Bulk mailing via CSV file

Modified on Thu, 07 Sep 2023 at 10:24 AM

Openum enables bulk document delivery using a .csv (comma-separated values) file. With bulk sending, it's possible to send documents to hundreds or thousands of recipients with just a few clicks.


As the process for bulk sending closely resembles manual sending and is extensively explained in the Manual Sending article, the main focus of this entry will be on the .csv file.

The csv file

A .csv file, "comma-separated values," is a format for displaying data in a table-like structure. Commas separate columns (hence the name), and line breaks separate rows.

In countries with comma-decimal conventions, the semicolon is frequently used as the separator. 

It's a widely used file type for sharing data between different applications, so most software or platforms can export data in this format.

Columns in the .csv file

As mentioned earlier, a .csv file represents tabular data, where each column holds a value of the same type: first name, last name, email, phone number, birth date, and so on.


When using Openum for bulk delivery, the sequence of columns in the.csv file is optional. You manually define the type of information contained in each column.


The following types of information can be assigned to each column:

  1. ID of the sending
  2. Personal identification number
  3. Name
  4. Surname
  5. Mobile phone 
  6. Email
  7. Landing page after opening the documents.


The mandatory columns may vary depending on the selected template to accommodate the required data. For example, the "Name" column is always compulsory. The "Mobile Phone" field is also mandatory for a template sending SMS. Similarly, a template sending emails will have the "Email" field as compulsory.


Later, we'll show how to do this assignment.


Row in the .csv file

As mentioned, the rows in the .csv file correspond to the rows of the table that the file represents.


For Openum, each row should have data for just one user. Unlike columns, the order of rows matters when sending to multiple recipients. You need to have the same delivery identifier and appear in consecutive rows.  

Workflow of Bulk Sending

Bulk delivery follows a process similar to manual delivery, focusing on different steps.


You can access help on the CSV file format throughout the process by clicking the How should the .csv be? button. 


Step 1 Template selection


The list is displayed as cards for all available templates.


Step 2: Uploading the .csv File


You can upload .csv or .zip files containing the .csv. 


Step 3: Recipient List


Here, you assign data types to columns like name, email, etc. You can also choose the column delimiter character (e.g., comma or semicolon). It also lets you skip the first row if it contains column names or headers. You can also not import the first row, which typically includes column names or headers.


The asterisk (*) indicates mandatory data types, which can vary depending on the chosen template.


Next, the system validates the data from the file and displays the result.


You can download the .csv file with added comments regarding the incorrect data if there are any errors. The system allows you to continue despite discarding users with erroneous data.


Step 4: Uploading Documents

You upload the PDFs to be sent and, if specified in the template, also the documents meant for the initial email but excluded from certification.


Step 5: Finish

The last step is to review and send


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