12. Automation
Import CSV to automate bulk document filling
Last Updated: September 2, 2025Import CSV to fill smart documents in bulk To fill smart documents massively, prepare a CSV file with headers matching the variables configured in your Smart Document (e.g., Name, RUT, Country, City, Phone number, Email), and populate each row with the corresponding data for each recipient. This CSV will be imported into the platform, automatically generating and sending a personalized Smart Document for every row of data, greatly simplifying large-scale form distribution and signature collection. CSV upload interface for Smart Document automation From the Automation > CSV section, click Import CSV to begin uploading your prepared spreadsheet. CSV import configuration Assign a name to your CSV import task and choose the file source—typically “From your PC.” In the Advanced section, define the delimiter used in your file (e.g. Semicolon) and whether fields are enclosed with quotation marks or not. If your CSV includes a header row with column names (e.g. Name, RUT, Email), ensure “Containing header” is set to Yes to match variables accurately during document generation. Saving the CSV file correctly Before importing your data into Legale, ensure your spreadsheet is saved as CSV UTF-8 (Comma delimited) (*.csv). This encoding and delimiter setting is crucial for preserving special characters and for accurate field separation, enabling the Smart Document system to correctly read and assign values to the variables in your workflow. Uploading the CSV file Once the CSV file is ready and properly formatted, upload it by either dragging the file into the designated area or clicking to browse and select it manually. After the file appears listed, press the Submit button to begin the import process. CSV import displayed in automation list After submitting the CSV file, the new automation entry titled “CSV for Smart Document” appears in the automation list, showing the creation and last update timestamps. Global filter With the automation “CSV for Smart Document” selected, the Global filter option is accessible, allowing for dynamic filtering of the imported data. Global filter view after CSV import After importing the CSV file, the global filter view displays all records contained in the file, showing fields such as Name, RUT, Country, City, Phone number, and Email, which confirms that the data has been successfully parsed and is ready for processing; this view allows filtering or segmenting recipients before executing the workflow, enabling precise targeting or review of individual entries prior to sending smart documents.
Set the CSV automation configuration
Last Updated: September 2, 2025Opening the CSV configuration panel After selecting the imported CSV automation entry, clicking the Configuration button opens the settings panel. Linking CSV columns to smart document variables In the configuration view, the selected smart document template appears at the top, and the CSV headers below can be mapped manually or by clicking “Assign headers automatically” to match each column (such as Name, RUT, Country, City, Phone number, and Email) with the corresponding variables used in the smart document. Learn how to add and manage fields in the Smart Document Assigning CSV fields to smart document variables The CSV columns are explicitly mapped to the smart document’s placeholder variables such as {{1}} Name, {{2}} RUT, and {{3}} Phone number, ensuring that each document generated through automation is dynamically populated with personalized values, and these same variables can also be reused to define custom file names and folder paths. Selecting folder structure for automated storage Here the destination folder structure is defined to store the documents that will be generated automatically from the CSV, allowing the user to select a base drive and folder owner, and optionally configure sub-folders using variables. Creating folder names from CSV data The folder structure is configured to use a fixed root directory while dynamically generating document names based on CSV data values. Selecting the “Fix”, “Dynamic,” or “Both” option and assigning a name to the main folder ensures that each generated document is organized into the appropriate folder. Learn the difference between Fix and Dynamic folder Customizing document naming and email notification In this configuration step, a base document name is defined (e.g., “Document”) and dynamic suffixes such as {{1}} Name are added to personalize each generated file using values from the CSV file, resulting in names like “Document Despapeliza”; additionally, a custom email message is written to be sent to signers, ensuring that all recipients receive a clear and standardized communication when signing their respective documents. Setting up the signing workflow from CSV The signature flow is set to “Simultaneously”, allowing all signers to receive the document at the same time; data is sourced directly from the uploaded CSV, with the signature method selected as “Remote” to facilitate digital signing via email; the email field is dynamically populated by linking it to the corresponding “email” column from the CSV, ensuring each signer receives a personalized document and signature request based on their respective email address. Signature position configuration The final step in configuring the CSV-driven digital signature process involves setting the signature placement within the document; in this interface, the method chosen is “Fix directly from PDF,” which requires manually selecting the exact coordinates where the signature will appear by clicking “Determine coordinates”. Finalizing signature placement The user visually places the signature field within the PDF template by dragging the “This is the signature position” marker to the appropriate location; once positioned accurately, clicking the “Confirm” button locks in the coordinates, ensuring each recipient’s signature appears exactly where intended in the smart document generated from the CSV automation. Saving signature configuration After setting all the signature step parameters—choosing CSV as the data source, selecting the signature method (Remote), assigning dynamic fields such as email, name, and country, and defining the exact signature coordinates—clicking the “Save” button at the bottom right finalizes and stores the configuration, making the automation ready for document generation and remote signing. Optional alarm setup for automation monitoring In the Alarm configuration tab, users have the option to set alerts related to the automation process. This includes specifying a title, a description, start and end dates, and whether the alarm should recur. Additionally, users can choose to display the alarm in the notification center, send email notifications, and define a list of recipients. Automation successfully linked to workflow and smart document The final overview confirms that the automation process named “CSV for Smart Document” is fully configured and linked to the designated Smart Document template “Smart Document Example” with an active workflow. The entry under the “Workflow” column marked “Yes” indicates that all the configuration steps were completed and saved correctly. Final execution: Launching the workflow The final step in the automation setup is launching the workflow by selecting the configured automation (“CSV for Smart Document”) and clicking the “Launch Workflow” button. This action triggers the document generation and signature process for each CSV entry using the associated Smart Document template. Sending the documents The automation presents a preview of the recipients extracted from the uploaded CSV file, showing all relevant details such as name, RUT, country, city, phone number, and email. By clicking the “Send” button, the system initiates the workflow. Smart document log – Workflow completed The Smart Document log confirms successful execution of the CSV-driven automation. The interface displays that all three documents associated with the “Smart Document Example” were generated and sent out, with the status indicating 3 out of 3 email sent ready to sign. The user who initiated the workflow is shown alongside the final status marked as “Succeeded” Email notification – Signature request This email serves as a notification from Legale, informing the recipient “Despapeliza Chile” that a digital document titled “Document Despapeliza” has been sent for signature by Diego Leyton Blanco. The message attached to the request is “Sign for CSV example”, and the link to access and sign the document. Data merged from CSV The document titled “Smart Document Example” displayed in the Legale viewer confirms that the automated CSV-to-document workflow has correctly populated the smart template with personalized data. Specifically, the placeholder fields for the company name, RUT, and phone number have been filled as expected: “Despapeliza” is listed as the commercial partner, with the corresponding RUT 11.111.111-1 and phone number 56911111111 clearly shown. Additionally, the bottom of the document includes the dynamically positioned signature box labeled “Despapeliza Chile”, verifying successful document generation, data merging, and remote signature configuration through the Legale platform. Lear how to sign your documents Document status in folder structure All documents generated from the CSV automation...
CSV automation extra actions
Last Updated: September 2, 2025Downloading the CSV To retrieve the CSV file utilized in a specific automation, navigate to the Automation > CSV section within the Legale platform. After selecting the relevant automation (e.g., “CSV for Smart Document”), simply click the Download CSV button located at the top of the interface. This action allows you to access the original dataset that populated the smart document templates. Duplicating an existing CSV To replicate an existing CSV-based automation setup, select the automation you wish to duplicate (e.g., “CSV for Smart Document”), and click the Duplicate button at the top of the interface. This action creates a copy of the entire configuration—including associated smart document templates and workflow logic—allowing you to modify parameters or data without affecting the original automation. Applying a global filter To see or limit the view of your CSV imported, use the Global filter option located in the automation dashboard. Renaming an automation To change the name of an existing CSV automation within the Legale platform, simply select the desired automation from the list and click the Rename icon located in the top action bar. This feature allows you to edit and update the automation’s name. Sharing a CSV automation with other users To grant access to a CSV automation, select the automation from the list and click the Share icon in the action menu. This allows you to add other users by selecting them from your contact list. Transferring ownership To reassign ownership of a CSV automation, select the desired item and click the Transfer icon. This function allows you to designate another user as the new owner, effectively shifting full administrative control. Moving a CSV automation to a folder To organize your automations more efficiently, use the Move to option. After selecting your CSV automation, click the Move to button and choose the desired destination folder from your drive. This helps categorize your automations logically, enhancing accessibility and project management. Deleting a CSV automation To permanently remove a CSV automation, select the target automation from the list and click the Delete button (trash bin icon) in the top menu. A confirmation prompt will appear—confirm the deletion to clear it from your automation dashboard. This action cannot be undone, so ensure the automation is no longer needed before proceeding.
Update CSV file for automation
Last Updated: September 2, 2025Updating a CSV in your automation To update the CSV linked to your automation, select the automation from the list and click the Update CSV button (circular arrow icon). This will prompt you to upload a revised CSV file, which will replace the current dataset and apply new values to associated smart document variables. Finalizing the CSV update After selecting your updated CSV file and adjusting parsing preferences (e.g., delimiter, quote handling, and header presence), click the Submit button to apply changes. This action will refresh the linked data source, allowing all workflow and smart document operations tied to that automation to reflect the new CSV content. Schedule update The “Schedule update” function allows you to automatically refresh the CSV by setting up a scheduled interval, ensuring the document stays up to date. Update schedule configuration This screen allows you to configure the automated update settings for a smart document. You can choose between a Daily update or a Recurring schedule. Define the start date, finish date, and time of update to control when the automation should run. Enable the Active checkbox to activate the schedule, and click Save to confirm the configuration.
Create file name automation
Last Updated: September 2, 2025Recognizing the automated file name structure from ADP This image shows a document generated from ADP but will be used here as an example to illustrate how the file name automation functionality works. The filename is structured using the “#” symbol to separate 14 metadata elements. Starting a new file name automation Go to the “Automation” module under the “File name” section. To begin setting up a new file name automation rule, click on the “Create” button. Defining the naming rule and activation condition In this case, we define a new automation rule named “Comprobante Vacaciones“, which corresponds to the type of document we intend to process. The Sync folder selected is “ADP Test”, where files are received via SFTP. The delimiter used to split the file name into separate fields is the hash symbol (#), and we specify 14 sections, matching the fixed naming structure of the incoming files. Since this example focuses only on vacation receipts, we activate the rule with a condition: when Section 1 equals 2, which is the identifier for this document type. Once complete, click Save to register the rule. Reviewing the created automation Once saved, the newly created automation rule “Comprobante Vacaciones” appears listed in the file name automation section. The table displays key configuration details such as the synced folder (ADP Test), delimiter character (#), number of sections (14), and the activation rule (Section 1 = 2), along with creation and last update timestamps, confirming the rule is active and ready to automatically process incoming files that match these criteria.
Set the file name automation configuration
Last Updated: September 2, 2025Setting up the file name automation Once the automation has been created—for instance, “Comprobante Vacaciones”, you must configure how the automation will behave by selecting it from the list and clicking the “Configuration” button. Creating a target folder with conditional logic In the “Folder structure” tab, you define where and how documents will be sorted once the automation is triggered. In this example, the documents will be stored inside a folder named “Vacaciones” within “My drive.” The folder name is fixed, and the condition for it to be created is based on the file name structure: if Section 1 equals 2—which corresponds to the document type “Comprobante de Vacaciones”—then the automation creates the folder. Document naming and suffix setup In the “Document management” tab, you define how each file generated through the automation will be named. The base file name is set as Comprobante de vacaciones, and it’s followed by suffixes that dynamically incorporate details extracted from the file. In this case, Section 10 (representing the employee’s name) and Section 3 (the ID or RUT) are used to personalize the document title. The email message is preset as “Please sign,” and there’s also an option enabled to automatically send a signed copy to the signer. Select the file template for automation Before executing the automation, it’s essential to have the document template ready—in this case, a Comprobante de vacaciones. Configure the signature workflow In the workflow configuration step, you must define how the platform extracts data for the signing process. Select “File Name” as the data source, then choose “Remote” as the signature method. The signer’s email will be extracted from Section 9, and the first name from Section 10. The signature box must be manually positioned by determining specific PDF coordinates, which ensures consistent and precise placement of the signature on the document. Adding optional signers to the workflow The platform allows for additional signing steps by configuring extra workflow entries. For example, a legal representative can be added as a signer using a fixed signature method such as a cloud certificate. Their email, name, and signature coordinates must be set manually to ensure proper placement. Connecting the signature flow to the ADP self-service portal The finals steps involve configuring the “ADP eXpert” tab, which ensures that once the signer completes the signature, the document is automatically routed to the ADP self-service portal for centralized employee access. This configuration uses the SFTP folder “ADP TEST” and maps the 14 sections to corresponding ADP fields such as document type, employee RUT, signer RUT, email, cost center, and confidentiality level. Setting up optional email notifications As an optional but useful feature, the “Notification” tab allows you to configure automated email alerts once a condition is met—in this case, when the document type (Section 1) equals 2, indicating a vacation slip. You can define the recipient email address, dynamic subject (linked to Section 8), and file name suffixes for better identification. The message body can include custom text, such as confirmation that the signed document is attached. Finalizing and saving the file name automation configuration After setting all parameters—folder structure, document naming, signature workflow, ADP export, and optional notifications—you simply click “Save” to finalize the configuration. The configured rule will now appear listed under “File Name Automation” with its name (“Comprobante Vacaciones”), linked folder (“ADP Test”), delimiter (“#”), number of sections (14), and activation rule (Section 1 = 2). This confirms the automation is ready to activate when the defined condition is met. Syncing files from SFTP Once the file is triggered, navigate to the specific sync folder inside “My Drive” (in this case, “ADP Prueba”). Once inside, click the “Sync from SFTP” button in the top menu to import documents from the linked SFTP source. After initiating the sync, refresh the page to see the newly pulled files appear. Folder and file created after SFTP sync Once the document is pulled from the SFTP source and the automation conditions are met, a new folder (e.g. “Vacaciones”) is automatically created within “My Drive,” reflecting the naming rule defined in the configuration. Inside this folder, the file appears with the exact name and suffixes specified earlier—for instance, the document titled “Comprobante de vacaciones Felipe Castro 18059372-1” shows both the document type and signer identity extracted from the defined sections. The status of the document (“IN PROGRESS”) confirms that the signing workflow has been successfully initiated.