Configure Signatures

This article will walk you through how to configure your signatures. This includes how to create company and counterparty signers, set signing order, designate a signer role in a group, create multiple conditional signers, and require approval to send signatures.

In Workflow Designer, there are a variety of capabilities for signing documents. You can have zero to unlimited internal and external signers. You can include signers based on contract properties and conditions. You can enable your business users to select a signer from any member or group in your company. You can configure a multiple choice question that assigns a signer based on your business user’s selection when they launch a workflow.

Create a Company Signer

1. Click on the Workflow Designer tab and select the workflow configuration you want to modify. Click the Sign tab.
2. Click Add Signer and select [your company] Signer.
3. Configure the name, order, when to sign, who can sign, and how the signer will be assigned.
   1. If applicable, click Add advanced conditions. To learn more, refer to Advanced Conditions Use Case and Build Conditional Role Assignments.
4. Click the Document tab and add a signature tag to the template.
5. If you did not assign any users or assigned more than one user to the signer, click the Create tab and configure the signer assignment question.

Create a Counterparty Signer

1. Click on the Workflow Designer tab and select the workflow configuration you want to modify. Click the Sign tab.

2. Click Add signer and select Add Counterparty Signer.

3. Configure the name, order, when to sign, who can sign, and how the signer will be assigned.

4. Map signer properties for your counterparty signer.

   • Signer Name and Signer Email properties are required. Signer Title is optional. We recommend naming the property the role name + the associated suffix. Ex. If the signer is Finance, we recommend naming the Signer Name property Finance Signer Name and the Signer Email property Finance Signer Email.

     

     NOTE Signer properties are only populated in documents during signature. If you tag a signer property in your document, it will appear blank until signature.

5. Click the Document tab and add a signature tag to the template.

6. Tip: Every counterparty signer requires a mapped Signer Name. If you want your signer name property to map to Counterparty Name, follow these steps:

   1. Create a new property for Signer Name. Counterparty Signer Name is our mapped Signer Name property in this example.

      

   2. Make the Counterparty Name a formula property which takes the value of the mapped signer name property.

      

   3. Remove Counterparty Name from the launch form. Counterparty Signer Name will be used in the launch form to accept the user’s input.

Reorder Signers

1. Click on the Workflow Designer tab and select the workflow configuration you want to modify. Click the Sign tab.
2. Click on the three stacked dots next to any of the signers, and then click Reorder Signers.
3. Drag and drop the signer roles to reorder them.
4. Click Save.

Set Signing Order

You can send out signature requests concurrently or sequentially.

1. Click on the Workflow Designer tab and select the workflow configuration you want to modify. Click the Sign tab.
2. By default, Collect signatures in order is selected. This ordering can be changed by moving a signer up or down in order using the arrows in the top right corner of each signer. When the workflow is sent out for signature, it is sent in the order that you arrange in the Sign tab.
3. If you want all parties to receive a signature request at the same time, deselect Collect signatures in order.

Designate a Signer in a Group

1. To designate a signer in a group, define a group for your signer, and then click the Assign a default user dropdown.
   • To assign the signer role to the default user in your group, click Assigned to a group’s default user.
   • To create a question on your launch form to select a user, click Assign manually between everyone who can sign. A question is automatically added to the launch form. This question cannot be edited. To learn more, refer to Configure Workflow Roles in Workflow Designer.

Edit Signers During the Sign Step

Required Role: Signature Coordinator

NOTE: This functionality is not available to Adobesign customers.

During the sign step, you can change the signer assignment of your counterparty or internal signers. You can only update internal signers based on the users or groups assigned to that signer role; you cannot permission additional users during the sign step.

If you change a signer after a signature request has already been sent out, the current signature request is not canceled, but rather corrected. A notification is sent to the new signer from your eSignature platform indicating that the signer has been updated. This information is documented in the activity feed.

1. During the Sign step, click the three stacked dots next to a name.
2. Select a different signer, provide a reason for the reassignment, and then click Save Signer.