Workflows without template

Workflows without template

In SIGN8, a workflow is a signature process that contains at least one document and one recipient. This chapter describes how you can create a new workflow without a template. If you want to use a template, you can look at this chapter.

You can learn how to create a new workflow without a template in this tutorial or in the following article. 

Create a new workflow 

Step 1: Log in to your SIGN8 account and select 'New workflow' in the navigation bar on the left. 



Step 2: The first step is to give the workflow a title. Please note that you must first create your recipients with a valid email address and mobile phone number in the "Contacts" section or by clicking on the + symbol if this has not already been done. 

Select shipping method

Step 3: You can choose between parallel and sequential shipping. Sequential means that participants are invited to the workflow one at a time. On the left hand side of the table you will find an element that allows you to drag and drop the position of the people, as well as information about the current position of the person. With parallel sending, all participants are invited at the same time. This means that there is no order for signing/sealing.

Add receiver

Step 4: Now assign a signature type to each receiver. There are a few things to note here:
  1. A receiver only has one signature type for this workflow.
  2. A receiver must sign or seal at least one document.
  3. Advanced signatures are only available if a telephone number is stored for the contact.
  4. Advanced seals are only available if the contact has a telephone number and is part of a sealing team.
  5. Qualified signatures are only available if the contact has a telephone number on file.
  6. Qualified seals are only available if the contact has a telephone number and is part of a sealing team.




Further Settings

Step 5: You can make further adjustments to your workflow under 'Advanced settings': 

  1. Expiration date: The workflow must be signed by this date. If this is not the case, the workflow is considered "expired" and has therefore not been successfully completed. No further signatures can be added after the expiry date.
  2. Visibility: The Visibility tab allows you to select a team. The functionality of teams is explained in the following chapter.
  3. Description: Optional text to describe the workflow. This text is displayed to the recipient during the signature process.
  4. Workflow password: Additional password that recipients must enter before the signature process. Ideally, you should send the password in a different way than the e-mail notification (e.g. via SMS, new e-mail, by telephone).

Once you have made all the settings, click 'Next'.

Upload documents

Step 6: The next step is to upload the PDF documents you want to sign. To do this, click on the 'Select document' button or drag and drop the documents into the field.



A workflow must contain at least one document, but not all documents need to be signed. For example, you can also include attachments in a workflow. 

Edit documents

Step 7: Click on the pic icon to open the editor.



Step 8: In the centre of the window, you can select various tools to edit your PDF file. However, please note that a file that has already been signed or sealed can only be re-signed. If the file is changed in any other way, existing signatures become invalid.

In the right-hand corner of the editor, you will see two buttons that provide special SIGN8 functions. Click on the "xS" icon to select a tool for placing signature fields. By clicking on the desired position, you can then select the corresponding person and then position the signature field as desired. By clicking on the second button in the top right-hand corner, you can place input fields on the document for the recipients to fill in.

Save your changes by clicking on the "Save" button.





Summary

Step 9: In the last step, you will receive a summary of your workflow. You can now change the standard text and review the documents by clicking on the eye under the Documents tab.



Step 10: Now send the workflow to start the signature process.



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