Configure Signatures

This topic 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, signing condition, and assignable users.
   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, and signing condition.
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.

Edit Signers During the Sign Step

Required Role: Signature Coordinator

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.

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 Default user in —.
   • To create a question on your launch form to select a user, click List of users in form question. A question is automatically added to the launch form. This question cannot be edited.

Create Multiple Conditional Signers

1. Create your signers. You can skip adding signature tags because you will go back and add them for all signers at once.
2. Click the Document tab. You should have a separate signature block for each potential signer. You can download your document and add them, if needed.
3. Wrap each signature block in a conditional clause using the same condition that you selected for the signer in the Sign tab.
4. Add the signature tags for each signer within each conditional clause.
5. Click the Create tab, and then apply the same signing condition to each signer question.

Require Approval to Send Signatures

You can control when signature requests are sent out after all of the approvals have been collected. This requires the signature coordinator to manually send out the workflow for signature. 

1. To turn on this feature, click on the Workflow Designer tab and select the workflow configuration you want to modify. Click the Sign tab.
2. Click Settings, and then locate Signature Experience.
3. In the eSignature request trigger drop down, select Sent by Signature Coordinator.

Configure Signature Tags in Contracts

Add Signature Tags to Templates in Workflow Designer

After the counterparty and/or company signer roles are created in the Sign tab in Workflow Designer, Counterparty Signer Name and Email will automatically populate in the launch form configuration in the Create tab. There, they can be edited or reorganized, and you can add more signature properties to the launch form.

In the Document tab, you can highlight text and click Add Property for a new property, or edit an existing tagged property by clicking Open Tag Selector.

For each signer role, the options for signature tags are:

• Signer Name: Populates based on the value in Launch form for counterparty signers, and based on user profile for the internal signer.
• Signer Signature: Not populated, left to be filled out by the signer.
• Signer Text Property: Is not populated, to be filled in by the signer.
• Signer Title: Populates based on the value in Launch form for counterparty signers (or blank if not in the launch form), and based on user profile for the internal signer. This also varies by Signature Provide.
• Signer Checkbox: Not populated, left to be filled out by the signer.
• Signer Date Property: Automatically is populated in the contract with the date the signer signed.
• Signer Email: Populates based on the value in Launch form for counterparty signers, and based on user profile for the internal signer.
• Signer Initials: Not populated, left to be filled out by the signer.

Optional and Required Signer Tags

For Signer Text Property, Checkboxes, Signatures, and Initials, you have the option to indicate them as optional tags. Placed tags are required by default, but can be made optional by selecting the tag and clicking Make optional. You can make optional properties required by clicking Make required. Required properties are displayed with an asterisk after the property name, as seen below.

Every signature packet must be configured to have at least one required Signature or Initial tag per signer. If a checkbox is required, it has to be checked to finish signing. If it is optional, either a checked or unchecked checkbox is valid.