Bulk Signing - Folder based
How to Bulk Sign document offline?
Bulk Signing
Bulk Signing allows you to sign multiple PDF documents at once using a predefined template and your Digital Signature Certificate (DSC). This feature is powered by the emSigner Desktop application, which works offline on your computer.
Overview
The Bulk Signing workflow has three stages:
Setup – Select a template and choose source/destination folders
Configure – Select your DSC and configure signing settings
Sign Documents – Review results and access signed files
Step 1: Access Bulk Signing from the Dashboard
From the emSigner web dashboard, locate the Templates section in the left sidebar. Click on Bulk Signing.
Step 2: Download emSigner Desktop
If you have not already installed the emSigner Desktop application, you will be prompted to download it.
Click Download emSigner Desktop to download the installer. Once downloaded, run the installer and follow the on-screen instructions to complete the setup.
You may also click How does Bulk Signing work? for a quick overview of the feature.
Step 3: Open emSigner Desktop and Log In
Launch the emSigner Desktop application on your computer. The welcome screen will appear.
Click Login with emSigner for Offline Bulk Signing at the bottom of the screen.
Enter your emSigner account Email Address and Password, then click Continue. These are the same credentials you use to log in to the emSigner web application.
Step 4: Manage Templates (Optional)
After logging in, you will land on the Bulk Sign screen. If you need to create or manage your signing templates before proceeding, click on Templates in the left sidebar.
The Manage Templates screen displays all existing templates with their name, description, number of signature fields, and dates. From here you can:
Click Create New Template to define a new signing template
Click Edit to modify an existing template
Click Delete to remove a template
Step 5: Set Up Bulk Signing – Select Template and Folders
Click Bulk Sign in the left sidebar to begin.
The three-step wizard starts at Step 1: Setup.
Select Template
Click the Template dropdown and choose the template you want to apply. A preview panel will appear below the dropdown, showing the template name, description, and number of signature fields.
Choose Source Folder
Under Choose Folders, click Browse next to Source Folder (Documents to Sign) and select the folder on your computer that contains the PDF files to be signed.
Once selected, the application will scan the folder and display the list of PDF files found (e.g., "Found 10 PDF files").
Choose Destination Folder
Click Browse next to Destination Folder (Signed Documents) and select the folder where the signed PDFs should be saved.
Click Next → to proceed to Step 2.
Step 6: Configure Signing Settings
In Step 2: Configure, set up your Digital Signature Certificate and signing preferences.
Certificate (Hardware Token)
Provider
Select your token provider (e.g., Microsoft Windows Store)
Certificate
Select the DSC to use for signing (e.g., DS eMudhra test 13)
Token Password
Enter the PIN/password for your hardware token
Click the refresh icon (🔄) next to the Certificate dropdown to reload available certificates if needed.
Basic Settings
Reason for signing – (Optional) Enter a reason, such as "Authorized Signatory"
Location – (Optional) Enter the signing location
Additional Options
Add watermark to signed documents
When checked, enter the watermark text to be overlaid on every signed page
Add company stamp
When checked, browse and select a company stamp image (JPG/JPEG/PNG, 100KB–200KB)
Allow multiple signing
When checked, allows a document to be signed more than once
Advanced Settings
Expand for password protection and email notification options
Advanced Settings
Check Advanced Settings to reveal the following:
Password Protection
Choose one of the two options:
Protect Signed PDF with Common Password – Enter a single password that will be applied to all signed documents.
Bulk assign password and recipients to files – Browse and upload a CSV file that maps individual passwords and recipient email addresses to each file. Click Download Format to get the CSV template (columns: Filename, Password, Email Id).
Email Notification (Optional)
Check I want to send signed documents to respective recipients to automatically email each signed document to the corresponding recipient defined in the CSV.
Once all settings are configured, click Start Signing.
Step 7: Review Results
After signing completes, Step 3: Sign Documents shows the results summary.
The success banner confirms: All Documents Signed Successfully
The summary panel displays:
Total Processed
Number of files processed
Signed Successfully
Number of files signed without errors
Failed
Number of files that could not be signed
Below the metrics, you can see the Template used, the Certificate applied, and the Destination folder path.
Available actions:
Open Destination Folder – Opens the destination folder directly in Windows Explorer
Sign Another Batch – Returns to Step 1 to start a new bulk signing session
Done – Closes the wizard
Step 8: Verify Signed Documents
Click Open Destination Folder or navigate manually to your destination folder. You will see all signed PDFs with filenames in the format:
Each file will show a green checkmark (✅) in the Status column, confirming the digital signature was applied successfully.
Tips
Ensure all PDF files in the source folder are valid and not password-protected before starting.
The source and destination folders must be different locations to avoid overwriting originals.
Company stamp images must be between 100KB and 200KB in JPG, JPEG, or PNG format.
Use the Download Format link in the Advanced Settings to get the correct CSV structure when assigning individual passwords and recipients.
The emSigner Desktop app works fully offline once you have logged in — no internet connection is required during the signing process itself.
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