1. What is bulk sending?

It is a generic service of EACAT Trámits that allows you to send the same procedure to several public administrations through a single submission. It allows you to incorporate common content for all recipients (such as attached documents) and, at the same time, personalize the content with specific information for each administration. This makes it easier to send similar communications in a more agile and efficient way.

2. What types of entities can use it?

The service is aimed at departments of the Generalitat de Catalunya and supramunicipal entities. If your entity is of this type and you want to use it, the person managing your entity must request registration with the AOC Consortium.

Currently, Mass Submission is only available to entities that already used this functionality in EACAT Classic, where it was called Submission of information, writings and documents. You can consult these entities in the List of public entities that have Mass Submission .

3. What permission do you need to create them?

To create mass submissions, your entity's manager must have assigned you the Mass Submission permission for EACAT Procedures. With this permission, any user can initiate a mass submission and track it.

4. What is the structure of the mass mailing space?

To access the Mass Submission management space, click on the auto_awesome_motion icon in the left side menu.

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The Mass Submission management space has:

  1. auto_awesome_motion Start submission button (template usage)

  2. Processing trays:

    • In draft

    • In line

    • Sent

  3. Search engine, which allows you to search by Subject and by the submission code ( Id_TMAS ).

  4. Filter bar:

    • Period

    • Receptionist

    • Created by me, marked by default in draft submissions.

  5. The list of mass submissions in the different states, which I can also filter from the search engine and the filter bar.

  6. Each bulk submission contains the following information:

    • Icon and name of the tray in which it is located

    • Mass mailing identification

    • Subject

    • Total receiving entities

    • Date and time
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    • Alert that there were errors when sending the submission, in the queued submissions.

    • Download errors button (entities not sent), in queued submissions.
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    • Circle the initial of the person who created the submission.

    • Label for processed and unprocessed submissions, in submissions sent with a link:

      • Processed : N, which leads to the procedures sent from the Processing Space.

      • Not processed: N, which downloads a file with the entities that have not been processed.


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5. Bulk mailing management trays

There are 3 processing trays for bulk shipments, depending on their status.

5.1 Drafts Tray

This tray displays all mass submissions in draft status, that is, those that have been created but not yet sent.

The person who initiated each submission is identified by a circle with the initial of their name, located at the bottom right of each draft.

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When the auto_awesome_motion Start Submission button is pressed, a submission is generated in draft status with an identification code. This submission remains in this tray until all recipient entities and corresponding content are added, and the Send button is finally pressed.

5.2 Spool Tray

The Queued tray displays bulk submissions that have already been sent but are not yet complete. This includes both those that are being processed and those that have an error pending resolution.

Once processing is complete, if any errors have occurred, an alert is displayed. In this case, you can click the Download errors (unsent entities) button to see which entities could not be processed correctly.

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After confirming the sending, the submission enters an automatic process and temporarily remains in this tray until it moves to Sent . This status usually lasts only a few minutes.

5.3 Sent Box

In this tray, you will find the bulk submissions that have been processed. Each submission includes submissions to several entities; therefore, it is possible that all of them have been processed correctly or that some have been left pending by error.

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By clicking on any queued and/or sent shipment you can access the shipment details , from where you can:

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  • Consult a specific procedure
    Select the entity in the selector and click Go to [entity] procedure . This action will take you directly to the corresponding procedure in the Sent tray of the Processing space.
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  • See the procedures processed correctly
    Click on the Processed label (only available in the details of the submitted submission). The Sent tray of the Processing Space will open with a filter by the submission identifier ( Id_TMAS ), showing all the procedures submitted correctly.
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  • Check pending procedures
    Click on the Not processed label (also only available in the details of the submitted submission). A file ( X-errors.csv ) will be downloaded with the list of entities that could not be processed.

6. How can you create it?

6.1 Initiate a submission

  • Click the auto_awesome_motion icon in the left side menu to enter the Mass Submission management space.
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  • Press the auto_awesome_motion Start sending button and the following screen will appear:
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  • Select a template , if you have one created, or create the submission from scratch . Templates only include the subject and text of the submission. If the content contains variables from the environment or CSV file, the names of these variables are preserved so that the same file can be reused in future submissions. Note that templates do not include recipient entities or attached documentation.
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  • Press the Create button to create a new submission.

6.2 Select the recipient entities

In the Recipients section you can choose who to send the shipment to. There are three options:

a) By entity

Search and select entities one by one using the search field. The selected entities are displayed in a list, from where you can delete them as follows:

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  • Individually , by checking each entity and pressing the delete icon.

  • By page , by checking NAME and pressing the delete icon.
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  • All at once , by checking NAME + SELECT N RESULTS and pressing the delete icon next to “n SELECTED RESULTS”.
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b) By type of entity

Select to fill in the Recipients section by Entity Type and, when you go to the search engine in the Entity Type section, a drop-down list will appear and you will have to select the entity types you need.

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In the Selected Recipients section we show you the total number of entities of the types you have chosen. You can deselect entities as explained above.

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c) Using a CSV file

Select to fill in the Recipients section by importing a CSV file.

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EACAT provides 3 different types of CSV files that you will have to download and complete depending on the type of submission you want to make:

  • Basic CSV , this is a file where there is only the name of the field Codi_INE10 , and only one record as an example; it is therefore necessary to fill it in with the statistical codes of each entity to which you want to send the submission. The file that is downloaded is called: Arxiu-csv-INE10.csv

  • CSV with all entity codes , this is a file containing the statistical codes of all EACAT entities, so that you can use it directly or customize it, deleting those entities that you do not need. The file that is downloaded is called: Arxiu-csv-totes-entitats.csv
    The fields in the file are: Codi_INE10 and Nom_entity .

  • CSV with variables , is a file where there are 3 fields and you can add as many as you need to make your personalized mass sending for each recipient entity. It is a file where there is only one record as an example. The name of the file is: Arxiu-csv-amb-variables.csv

    The fields in the file are: Codi_INE10 , Correu_e-mail , Text . Each additional column becomes a variable that you can use in the content of the submission. To correctly display the values of the variables, you must save the CSV file in CSV UTF-8 format (comma delimited) (*.csv) . If you need it, click Consult more recommendations , where you will find these instructions:

    • You can add as many custom variables as you need.

    • Please refer to the CSV example to ensure the correct format.

    • The first column must always be Codi_INE10 .

    • Each additional column will become a variable usable in the submission content.

    • To correctly display accents and other special characters in variable values (CSV columns), you must save the CSV file in CSV UTF-8 (comma-delimited) format (*.csv)."

If you want to customize the content of the submission for each entity, you must use the CSV file with variables . And to correctly display accents and other special characters in the values of the variables (CSV columns), you must save the CSV file in CSV UTF-8 (comma-delimited) format (*.csv).

Once you have correctly filled in the corresponding CSV, you must load the file by pressing Select a .csv file and the recipient entities will automatically be loaded and, if applicable (that is, if you have filled in the CSV with variables ), you will see the variables added in: Variables detected in the file.

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6.3 Define the content of the submission

Once the recipients are selected, click Continue to fill in the content.

a) Subject

Briefly describe the purpose of the submission (limit of 100 visible characters). You can incorporate variables from the environment or from the CSV file. The variables from the environment are: the name of the sending entity and that of the recipient. On the other hand, the variables from the CSV file require you to fill in the file Arxiu-csv-amb-variables.csv that you can download by clicking CSV with variables .

There is no limit on the number of variables. However, in the case of the subject, where there is a limit of 100 characters, this must be taken into account when selecting the variables, because once the internal number of characters is exceeded, the text contained in them will not appear.

b) Text of the submission

It is used to write the text of the submission and to personalize it with variables from the environment or the CSV file.

The variables in the CSV file require you to fill out the file Arxiu-csv-amb-variables.csv which you can download by clicking Download CSV with variables. There is no limit to the number of variables.

The number of characters it supports is 2000 and this must be taken into account if you add variables from the environment or the CSV file, because if you exceed the allowed limit, part of the text will not appear in the body of the procedure.

An example of a custom variable would be the amount of subsidy granted for each entity, among others, if what you want to send is the notification of the granting of a specific subsidy to the various beneficiary entities.

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c) Attached documentation

You can attach up to 10 files (maximum 50 MB each). And it should be noted that the documentation will be the same for all entities, as it cannot be personalized.

For each document you can indicate:

  • Name (up to 100 characters)

  • Typology

  • Production status

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d) Save as template

Save the submission as a template, if you think you will use it later. Remember that templates only contain the subject and text of the submission, they do not contain the recipient entities or the attached documentation. If the content contains variables from the environment or the CSV file, the names of these variables are preserved so that the same file can be reused in future submissions.

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6.4 Preview and send

Before sending, you can preview how each step will look, especially useful if you have used variables.

If everything is correct:

  1. Click zstrong> Send

  2. Review the shipment details
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  3. Confirm the submission and remember that once sent, the submission cannot be modified.
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6.5 Signature

The mass transmission is signed with the entity's seal, using the centralized signature service of the AOC Consortium.

6.6 Confirmation of shipment

Once submitted, a confirmation screen is displayed with:

  • Submission ID

  • Recipient entities

  • Shipping date

  • Status (Queued or Sent)

From here you can:

  • Start a new submission

  • Access the Queued tray to track processing
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6.7 Results consultation and management

From the Queued or Sent trays you can access the details of each shipment.

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From both the details of the queued shipment and the sent shipment, you can go to a specific procedure.

But in the Details of the sent shipment :

  • You can check the procedures included in this mass submission by clicking on the Processed label. This action will take you to the Sent tray in the Processing space , with a filter by identifier ( Id_TMAS ), where all the procedures associated with this submission will be displayed.
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  • You can consult a specific procedure by selecting the entity in the entity selector and clicking Go to procedure of “X” . This action will take you to the specific procedure in the Sent tray of the Processing space .
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6.8 Error management: Unprocessed submissions

If in the mass submission sent, any of the procedures could not be processed, you will have to create a new submission with the pending procedures. To find out which of these could not be processed, you can click on the label corresponding to Not processed: N and a file called XX-errors.csv will be downloaded with the following fields:

  • Code_INE10

  • Entity_name
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7. Viewing the bulk submission in the Processing Space

To be able to view bulk submissions (both sent and received), the manager must have assigned you to the mailbox where the Bulk Submission service is located .

The display varies depending on the type of submission:

  • Mass submissions sent (sending entity):
    The generated procedures can be consulted in the Sent tray of the Processing Space .

  • Procedures received from a mass shipment (receiving entity):
    The initial procedure (which opens the file) is displayed in the Received tray of the Processing Space.

7.1 Viewing a sent bulk shipment

Procedures sent via mass submission can be viewed in the Sent tray of the Processing Space.

However, only people with the Mass Submission permission of EACAT Procedures can create and manage mass submissions. While people included in the generic Mass Submission service mailbox can view all generated procedures.

It should be noted that, if a user has the aforementioned permission and is not part of the mailbox , they will only be able to see and manage the submissions they have created.

The file is managed in the Sent tray of the Processing Space and the following must be taken into account:

  • The person who initiates the submission is responsible for the file .

  • You can share it with other users and change the responsible person , if necessary.

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Viewing an initial process for a received bulk shipment

To be able to view a bulk submission process, the user must be assigned, by the entity's manager, to the same mailbox where the Bulk Submission service is located .

Users with this assignment will be able to consult the procedures in the Received tray of the Processing Space.

8. How can you create a template?

The templates only contain the subject and text of the submission, they do not contain the recipient entities or the attached documentation. If the content contains variables from the environment or the CSV file, the names of these variables are preserved so that the same file can be reused in future submissions.

You can create a template from scratch as follows:

  • Select the auto_awesome_motion (Bulk Send) icon in the left side menu.

  • Press the auto_awesome_motion button Start sending

  • Under Start from scratch , press Create.
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  • In Content

    • Fill in the subject and text of the submission.

    • Press the “...” icon and select Save as template
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    • Give it a name and description and press Save.
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Templates only store the subject and text of the submission, as well as the names of the variables, to facilitate reuse of the CSV file with which they are reloaded.