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Overview of Custom Workflows

The Custom Workflow Designer is used to create workflow templates that predefine the agreement composition and signing processes to fit your specific business requirements. Users can design workflow templates using an intuitive interface that makes it easy to specify the characteristics of the participants—including predefined names, roles, and routings; the documents to be included in an agreement; form fields to be pre-filled by the sender; email distribution for the participants; agreement expiration or password options; and more.

Senders using a workflow template are guided through the agreement creation process with custom instructions and fields, making the sending process easier to use and less prone to errors.

Depending on the account/group settings, all users can have access to create workflows for their personal use or to share with their groups.

  • Administrators can build and share templates at the group level.
    • Account-level admins can share a workflow across the whole organization.
  • Non-administrative users can be empowered to develop their own workflows and optionally share them with the groups they are members of.

The history and audit report for the agreement created by the workflow can be accessed from the Manage page.

While the agreement is In process, you can add reminders and perform other agreement-related tasks.

 Once you are logged in, select Workflows in the top menu of the home screen.

Log in to Acrobat Sign

Signing/Approving and Managing a workflow generated agreement

The agreement generated by the workflow process is exactly the same as any other agreement that has been sent through the same group.

The signers and approvers can sign using the link in the Please sign/Please approve email or from their Manage pages if they are registered Acrobat Sign users in trusted accounts.

Senders have all of the same options available to manage the agreement from their Manage page.

Reports and data exports treat the agreement the same as any other manually created agreement.

Configuration

Availability:

The Custom Send Workflow environment is available for enterprise license plans only

Configuration scope:

The controls that impact Custom Send Workflows can be accessed at the account and group levels.

Enabling the newest workflow experience brings workflows closer to the functionality of the manual Send process.

Features enabled with this option:

  • Reflowable page layout
  • Use Digital signatures for one or more of your recipients
  • Configure recipients to use premium identity verification
  • Configure recipient groups during the sending process
  • Attach documents from all enabled sources during the sending process

To enable the newest experience, navigate to: Account Settings > Send Settings > Custom Workflow Controls

Configure workflows to use the new experience

Premium identity verification

In the Workflow Designer, all the enabled authentication methods are displayed in the recipient object.

The authentication methods have been updated to display as checkboxes, allowing the workflow design to permit options for the sender. 

If multiple options are checked in the designer, these same options will be available to the sender during the send process.

Recipient tab with the signer properties exposed

Recipient groups

The recipient objects in the designer can be assigned as recipient groups.  This allows the sender to use a reusable recipient group from their address book to identify an array of email addresses that are permitted to act for that one signature step.

For example, if you need one of five managers to countersign, you can add a recipient group containing all five emails. When the signature cycle comes to the recipient group, all five managers are notified, but only one needs to complete their action. 

To add a reusable recipient group, select the Add Recipient Group button to pop open the group selector. 

  • The recipient group must be created before adding it to the workflow. There is no method to create an ad-hoc recipient group within the workflow designer.
  • Only recipient groups that have compatible user permissions are available:
    • A custom workflow accessible to an entire account can only use account-managed recipient groups
    • A custom workflow accessible to an entire group can use group and account-managed recipient groups
    • A custom workflow accessible to an individual user can use user, group, and account-managed recipient groups
  • The name of the reusable recipient group is automatically inserted as the group name when using the template to send an agreement.
  • If the recipient is configured as a recipient group, the recipient can no longer be Editable when using the template to send an agreement.
  • The members of the reusable recipient group can not be edited, deleted, or added to.
  • The recipient may not be removed from the signature flow when a recipient group is configured, even if the recipient isn't flagged as required.
The recipient configuration panel with the Add Recipient Group button highlighted. Including the recipient group picker window and the resulting Send page

File Attachments

During the sending process, documents can be attached from any of the enabled Acrobat Sign sources.

Add a file

 

The user experience under the "new" setting has been updated to a modern reflowable design, like the Send page.

The instructions that are to the right of the recipient list in the legacy experience have been moved to the top of the page in a collapsible window.

Workflow configured agreement

Template defined field assignment

Template-defined field assignments strongly relate the recipient list, as defined in the workflow designer, to the appropriate field assignments on your authored forms.

Example uses case:

  • A (customer) signer is to sign first
    • Optionally a co-signer may sign second
  • An internal counter-signature is applied by a sales representative

Traditionally this would require two forms because of how the recipients were indexed on the Send page:

  • One for the single signer scenario, assigning the internal counter-signature as the second signer index
  • One for the co-signer scenario, where the co-signer is the second signer index, and the counter-signature is the third

Under the "template defined" rule structure, you construct one fully enabled form with all possible recipient fields defined.

The recipient signer index (as defined in the Workflow Designer) is strongly enforced, disregarding any fields that are assigned to any omitted (optional) recipients when the agreement is sent.

So in the use case above, the co-signer is always signer index 2, but if the co-signer is not included at the time the agreement is sent, those signer2 fields are ignored, and the counter-signer (signer index 3) will still only have access to the signer3 fields.

Enable this new functionality by navigating to: Account Settings > Send Settings > Custom Workflow Controls> Enable template defined signature placement

Configure workflows to use template efined signature placment

Note:

Enabling the template-defined signature placement feature will disable the option to author the agreement during the sending process.

Understanding the relationship between recipients and fields

Each recipient involved with an agreement is assigned a signer index number. This index number is required to associate the recipient with the fields they have authority to add content to (such as a signature field).

Recipients acquire their index number based on the stack order on the Send page. The recipient at the top of the stack is 1, the next recipient is 2, and so on. This index number can be seen when the agreement is configured to"Complete in Order" but is still present when the workflow is "Complete in Any Order."

Recipient stack

 

When building a recipient flow in the workflow designer, the signer index is assigned following the rules:

  • Top to bottom
    • Left to right

In the example below, the Signer and Co Signer are at the top of the stack.

  • The "Signer" is the left most recipient at the top, so is assigned index 1
  • The "Co Signer" is also at the top, but to the right of the Signer, so is assigned index 2

In this use case, it doesn't matter which physically signs first, so they are inserted into a parallel signature flow. However, the signature index is rigidly enforced to ensure the Signer applies their content to the correct "Signer" fields, and the Co Signer only has access to their assigned "Co Signer" fields.

The "Sales Rep" signs third, after both the Signer and Co Signer are done.

The "Exec Approval" is requested fourth, after the Sales Rep counter-signature is in place.

Note:

The recipient names "Signer," "Co Signer," "Sales Rep," etc. have no bearing on the field assignment. These are just admin-defined labels used for user clarity in the workflow template. 

 

The above designer recipient flow will produce a Send page template that looks like the below.

(On the Send page, the stack order is more apparent, though the index numbers are not exposed.)

 

When authoring a form with fields, each field is explicitly assigned to a signing index (ignoring "Anyone" fields for the moment).

In the Acrobat Sign authoring environment, this is done by selecting a Participant and placing fields for that participant.

Each participant is color-coded to keep a visual distinction between what fields are assigned to each participant.

 

If you use text tags, the tag itself provides an argument (e.g. :signer1) that designates the field to the signer index.

To even have the option to configure workflows, the feature has to be enabled.

Navigate to Account Settings > Global Settings > Custom Send Workflows and enable Enable workflow designer for administrators.

Once enabled, all account and gorup level administartors will have access to the workflow designer in their admin menu.

  • Group-level administrators can create workflows for the groups they have administrative control over.
  • Account-level administrators can create a workflow for any group, as well as organisation wide workflows.
Configure workflows to be exposed for the account

  • When the setting is enabled, the option for Custom Workflows is available after selecting the Workflows tab.
  • When the setting is disabled, the Custom Workflows option is not available.
Enable access vs. diabled

To enable the option to create workflows with an "Only me" scope of use, workflow designer must be enabled for all users. If all users are not enabled, workflows can only be associated to groups or the whole organisation.

Navigate to Account Settings > Global Settings > Custom Send Workflows and enable Enable workflow designer access for all users.

Enable all users

  • When the setting is enabled, the option for Custom Workflows is available after selecting the Workflows tab.
  • When the setting is disabled, the Custom Workflows option is not available.

 

Enable access vs. diabled

By default, non-admin users can only create workflows for themselves, they do not have the authority to share a workflow with their group.

However, authority for users to share their workflows to their groups can be enabled at the account or group level.

Navigate to Account Settings > Global Settings > Custom Send Workflows and enable Allow sharing of user created workflows to any of their groups.

Allow users to share workflows to their group

  • When the setting is enabled, users see the group selector drop-down box as an option for who can use the workflow.
  • When the setting is disabled, the group selector drop-down option is not exposed in the interface.
Allow sharing

Accounts that want to strongly enforce specific workflows for all of their documents and streamline the process of sending to the minimum amount of input by the user can fully define all of their document workflows and restrict users from ad hoc sending entirely.

Accounts that leverage Users in Multiple Groups can extend the configurable options at the group level settings, thereby ensuring the correct signature options and notification processes are rigidly enforced.

To limit users to only sending with approved workflows, navigate to Account Settings > Global Settings > Custom Send Workflows and check Enable sending agreements using only workflows.   

Configure workflows to be the only method to send agreements

Error Reporting for common issues

Some elements of the legacy workflow experience will produce errors under the new interface as a result of improved control and security in the newest experience. Additional error trapping has been put into place to better expose and explain these errors when encountered.

If the account is configured to use the Modern Send experience, and a problematic workflow is launched, the user is presented with a red banner indicating the error:

If the account is still configured to use the classic experience by default, the workflow may continue to work under those rules. 

The modern experience displays errors as detected. 

In the case where more than one problem is found, all errors detected will be listed.

To make the workflow valid under the new interface ruleset, an admin must edit the workflow and correct the detected issues:

Under the classic ruleset, email strings could be malformed or improperly delimited (with spaces vs. commas, for example).

When this error is produced, the admin should check:

  • If the CC emails are properly delimited

  • Any defined recipient email string to ensure it is properly constructed
    • (e.g., name@domain.tld)
  •  
    • The modern experience accepts commas or semicolons

The modern experience requires unique values for all document titles on the Documents page of the Workflow Designer.

Additional details for this error can be found here

When designing a workflow, it is possible for an Admin to attach a document template that has a limited access scope.

When a user that is outside this scope attempts to load the workflow, the document cannot be attached, and a security violation is triggered.

For example, an Admin may create a new document template with properties that limit access to the owner only.  The admin can attach that document to the workflow because they are the owner. 

Any other user of the system is not the owner, so is outside the scope of the document.

When this error is prompted, the admin will need to adjust the properties of the attached document template.

Steps to review and adjust template properties can be found here

Creating a custom workflow

All users have the option to create workflows, depending on the enabled settings at the account/group level. 

  • Account administrators can create workflows for their entire account or any group within the account.
  • Group administrators can create workflows for the groups they have administrative authority over.
  • If user-level access is granted, all users can create their own personal workflows and optionally share them with a group they are members of.

Workflows can be accessed by selecting the Workflows tab in the top navigation bar.

  • A list of all existing workflows that the user has access to is presented.
  • Select Create Workflow to start configuring a new workflow.
Navigate to Workflows

Once the workflow opens, you will see the Workflow Designer header rail with a colored dot and the workflow name on the left-hand side (e.g., New Workflow). The dot next to the workflow name indicates whether the workflow is draft/inactive (grey dot) or active (green dot).

Located on the right-hand side of the rail are the workflow controls:

  • Clone Workflow  - This allows you to create a clone of the existing workflow under a new name.
  • Delete Workflow  - This deletes the workflow from the account view.
  • Close—Closes the workflow. You will be challenged if there are unsaved changes.
  • Save— Saves all changes to the workflow.
  • Activate/Deactivate—Click to activate (or deactivate) the workflow.
    • When Activated, the workflow displays with an Active status in the workflow list and is available to the user/group/organization (depending on the scope configuration).
    • When Deactivated, the workflow displays in Draft status and can only be accessed by the owner or administrator.
Workflow designer head rail

Creating a workflow consists of defining the following information:

  • Workflow Info—Define the workflow itself, which includes naming it, entering custom instructions for the senders using it, and granting permissions to use it.
  • Agreement Info—Define and customize the agreement information that displays on the Send page.
  • Recipients—Create a routing by adding recipients (signers and approvers) in the required signing order.
  • Emails – Specify emails to be sent to different participants at different steps of the signature process.
  • Documents—Specify which documents should be included in the workflow
  • Sender Input Fields— Define fields that senders can use to input information when sending the agreement. The send input information is merged into the agreement before it is sent to the signers and approvers.

Required fields are identified with a red asterisk.

Note:

The settings and properties defined in a custom workflow override any group/account-level settings. This applies to any configurable element of the workflow.

e.g., If the group-level setting for document expiration is five days, and the workflow template defines a three-day completion deadline, the agreement will expire in three days.

  1. The Workflow Designer opens and the Workflow Info panel displays:

    Workflow info

    In the Workflow Info page, enter the following information:

    • Workflow Name—Enter a name for your workflow. This name displays in the Workflow Designer banner, in the Use a Workflow drop-down on the Home page, and at the top of the Send page when the workflow is used to send an agreement. 
    • Instructions for the Sender—Enter instructions for using the workflow. These instructions display on the top of the Send page when the workflow is used to send an agreement. 
    Note:

    Instructions can be added using HTML tags. The following html tags and their attributes can be used in the instructions section: <p>, <br>, <b>, <i>, <u>, <ul>, <ol>, <li>, <img src=”fully qualified path”>, and <a href=”fully qualified path”>.

    If you intend to use src or href paths, you will need to have the paths explicitly allowed. Please send the URLs to your Customer Success Manager.

    • Who can use this workflow—Specify who can use the workflow. The options are:
      • Only me - The workflow is only available for use to the creator of the workflow.
        • "Only me" is available only when access to custom workflows is granted to all users.
        • Users that have access to multiple groups have the option to select which group the workflow is made available to.
      • Selected Group - A dropdown field that displays all groups the creator has access to.
        • When Users in Multiple Groups is enabled for the account, users can create workflows for any group they are a member of.
        • Workflows can only be associated with one group. The group selector on the Send page is suppressed.
          • If multiple groups require access to the workflow, complete the workflow testing, then clone a copy of the workflow for each group that needs access.
        • When a group is selected, any user that is a member of that group has access to use the workflow.
          • If custom workflow access is granted to all users, other users will have the option to clone the agreement and create their own version of the workflow.
        • Group-level administrators have the authority to edit any workflow shared with a group where they have administrative authority. (Account-level admins also have the authority to edit group-shared workflows as they have authority over all groups.)
      • Any user in my organisation - Any user in the Acrobat Sign account can use the workflow.
        • Account-level workflows can be sent from any group the sender is a member of.
        • Account-level administrators can edit any workflow shared at the organisation level.

     

    Below is an example of Workflow Info: 

    Example workflow info

  1. Click Agreement Info in the left rail.

    Agreement Info tab

    Note:

    Notice that some field labels are editable, as indicated by the pencil icon .

    Clicking the pencil icon allows you to enter a custom label which displays on the Send page when the workflow is used to create an agreement. This allows you to rename fields to use internal terminology your users may be more comfortable with.

    To revert back to the original label, click the revert icon .

    For example, Agreement Name can be renamed to Contract Name:

  2. Define the agreement information that should populate on the Send page:

    • Agreement Name—Enter the name of the agreement. This name displays on the Send page when the workflow is used to send an agreement and in the “Please sign/Please approve” email heading.
    • Message—Enter a message for the recipients. This message displays on the Send page when the workflow is used to send an agreement.
    • Cc—If needed, enter the email addresses for cc'd parties. Email addresses must be separated by either a comma or semicolon
      • Minimum—Specify the minimum number of email addresses that can be included for cc.
      • Maximum— Specify the maximum number of email addresses that can be included for cc.
      • Editable—Enable this option to allow senders to edit the workflow cc addresses on the Send page.
    • Recipient’s Language—The Sender can use this to specify the language for the recipient.  This setting defines whether or not the language selector displays on the Send page and if so, what default language should display.
      • If Do not show language selector is chosen, then the default recipient language defined at the account/group level is used.
    • Send Options
      • Set password to open downloaded PDF—Enable this option to allow the sender to specify a password for a downloaded PDF.
        • Required—Enable this option to always require a password for the downloaded PDF. If this option is set, senders cannot disable it on the Send page and must provide a password.
      • Completion deadline—Enable this option to allow for the specification of a completion deadline on the Send page.
        • days to complete the agreement—Select the default number days the recipient(s) have to complete the signing process. The number of days specified is always editable on the Send page.
      • Allow authoring of documents prior to sending—Enable this option to allow senders to modify document form fields in the authoring environment using the Preview & Add Signature Fields option on the Send page.
        • Enable authoring by default—Enable this option to automatically enable the Preview & Add Signature Fields option on the Send page.

     

    Below is an example of Agreement Info:

  1. Click Recipients in the left rail to access the Recipients Routing section

    Recipients tab

  2. In the Recipients Routing section, you can specify the recipients and the routing order per your requirements. You can build very complex workflows with serial, parallel, hybrid, or nested hybrid routing.  The following instructions highlight the functionality available for Recipient Routings.

    • To add another recipient before or after an existing recipient:
      • Click the add icon .
      • Select the role you want to use (all roles enabled for the account will be available).

     

    • To specify a parallel branch, click the add icon above a recipient and select Parallel Branches. 
    The recipient addition panel showing the parallel Branch option

     

    • To delete a recipient, cursor over the recipient bubble, and select the delete icon .
    A recipient in the signature flow with the Delete icon highlighted

     

    • To customize a recipient, cursor over the bubble and select the edit icon .
    A recipient in the signature flow with the Edit icon highlighted and the recipient profile exposed

    When editing a Recipient, you can configure the following:

    • Recipient Label— Customize the label for the recipient. For example, change the default Recipient label to Buyer. 
      • The labels for recipients must be unique within a workflow.
    • Email address—Enter the default email address of the recipient.
    • Add Recipient Group - When selected, you can choose a recipient group from your list of reusable recipient groups (configured in your address book) instead of a standard recipient email record. 
    • This recipient is the sender - When checked, the sender will be inserted as the recipient.
    • Required—Enable this option if a signature from the recipient is required.
    • Editable—Enable this option to allow the sender to update the email address for this recipient on the Send page.
    • Role—Update the recipient’s role (Signer, Approver, Form Filler, ect.).
    • Identity Verification—Select what type of identity verification is required for the signer.
      • None, Acrobat Sign, Phone, KBA, Password, and Government ID are the possible options.
      • Only the options that have been enabled will be visible.

  3. Be sure to click Save to save any recipient configurations made.

    Below is an example of Recipients information and a routing where the labels for both signers (Buyer and Sales Director) and for the approver (VP Sales) have been customized. 

  1. Click Emails in the left rail to move to the Emails section.

    • In the Emails section, you can control which emails are sent during the signature/approval process based on various events. 
    • For example, you can specify that notification emails be sent to recipients and CCs when an agreement is canceled. 
    Email Tab

  2. Check the boxes for the events you want to trigger email notification and Save the configuration.

  1. Click Documents on the left rail to move to the Documents section.

    Documents tab

  2. In the Documents section you can configure the following

    • Document Title—Enter a title for the document. This title displays in the Documents area of the Send page.
    • Files—Click the Add File icon  to attach a document from your Acrobat Sign library. This document is automatically attached when you send using this workflow
      • If no file is selected, the workflow allows the sender to provide a file when sending the agreement
      • If a document is flagged as Required, then it will be attached automatically to the agreement when the workflow is initiated
      • Delete File – If you attach the wrong file, you can click the delete icon (X) next to the file name to remove it
    • Document Name—Enter a meaningful name that identifies the document for the sender. The name of the uploaded library document is defaulted but can be overwritten
    • Required—Specifies whether the document is required
    • Add Document—Click the Add Document button to add rows for additional documents
      •  Document titles must be unique values
    • Delete Row—Click the delete row icon (X) to delete the entire row

  3. Below is an example of a configured Documents section:

  1. Click Sender Input Fields on the left rail to access the Sender Input Fields section.

    These input fields are mapped to form fields defined in the documents that are attached (either as part of the workflow design, or as a sender uploaded file).

    The sender can use these fields to prefill content prior to sending the agreement to the recipient.

  2. In the Sender Input Fields panel, click Add Field

    Add Field

    Then for each row added, you can configure the following:

    • Field Title—Enter a title for the field. This value will display on the Send page for the sender to reference
    • Document Field Name—Enter the field name for a field on the attached library document
      • The field name entered here must match the form field name in the document
    • Default Value—Enter a default value, if any.
    • Required—Enable this option if a value for this field must be entered before the agreement is sent
    • Editable— Enable this option to allow the sender of the agreement to modify default value
    • Click the delete row icon (X) to delete the entire row

     

    Below is an example of Sender Input Fields: 

Once you have the workflow completely configured, select Save.

When you are ready to deploy the workflow, select the Activate button.

Tip:

It is recommended to set the Who can use this workflow setting to Only me while testing the workflow.

Once you are confident that everything is correctly configured, change the Who can use this workflow setting to the production value and Update the workflow.

Editing a custom workflow

Users that have the authority to create workflows can edit their workflows at any time.

Group administrators have the authority to edit the workflows that are created and shared with their groups.  Note that administrators editing a workflow shared to their group by another user have the option to unshare the workflow and return it to a state where only the owner can use it. If the workflow is unshared, the admin loses the ability to access it again until the owner re-shares it with the group.

  • Editing a workflow can be done while the workflow is active in the system.
  • Edits to the workflow that are saved (updated) take effect immediately and are available for the next user that triggers the workflow to create an agreement.
  • Edits to a workflow do not translate to agreements previously sent.
Caution:

Not that if a group administrator changes the scope for who can use the workflow to Only me (meaning the original creator), the workflow falls outside the scope of the group admin, and they will not be able to regain access to edit the workflow.

  1. Select the Workflows tab in the top navigation bar and then select Custom Workflows from the left rail.

  2. In the Workflows list, select a workflow and click the Open <Workflow Name> button.

    Select a workflow to edit

  3. The Workflow Designer displays

    Once the Workflow Designer is open, the workflow is fully editable. All sections can be changed as needed, and no changes will be saved until the Update button is clicked.

    Located on the right-hand side of the rail are the workflow controls:

    A. Clone Workflow  - This allows you to create a clone of the existing workflow under a new name.

    B. Delete Workflow  - This deletes the workflow from the account view.

    C. Close—Closes the workflow. You will be challenged if there are unsaved changes.

    D. Update — Saves all changes to the workflow.

    E. Activate/Deactivate—Click to activate (or deactivate) the workflow.

    • The dot next to the workflow name indicates whether the workflow is draft/inactive (grey dot) or active (green dot).
    Update Tool bar

  4. Edit the workflow.

    Editing the workflow allows for all of the same options and functionality as creating a new workflow

    Administrators editing a workflow created by a user in their group (not their own workflow) show a slightly modified list of options in the Who can use this workflow control on the Workflow tab. Instead of showing the string Only me, the replacement text says Unshare (Return to <Name of owning user>) to indicate that the administrator isn't the owner.

    Unsharing the workflow immediately returns individual control to the owner, removes the authority for the administrator to further edit the workflow, and kicks the admin out of the editing environment.

    Unshare a workflow

  5. When all edits are completed, select the Update button to save the configuration.

    The interface updated and the Update button is greyed out to indicate there are no unsaved edits. At this point you can continue to edit the workflow, Activate/Deactivate it, or close the workflow designer.

    Update the workflow

Activate or Deactivate a workflow

Custom workflows can be activated and deactivated by any user with the authority to edit the workflow. Typically this is limited to the user that created it, and any group/account-level administrator that has authority over the group the workflow is related to.

Deactivating a workflow sets the status of the workflow to Draft, and removes it from all lists where a user can access it to generate a new agreement.

Deactivating a workflow has no impact on agreements previously generated using the workflow.

A deactivated workflow can be reactivated at any time and becomes immediately available to any user that has access to the scope (group or organization) the workflow is related to.

To activate a workflow:

  1. Select the Workflows tab in the top navigation bar and then select Custom Workflows from the left rail.

  2. In the Workflows list, select a workflow with a Draft status and click the Open <Workflow Name> button.

  3. Select an Active status workflow

    The Workflow Designer displays

    Once the Workflow Designer is open, the workflow is fully editable. All sections can be changed as needed, and no changes will be saved until the Update button is clicked.

    Located on the right-hand side of the rail are the workflow controls:

    A. Clone Workflow  - This allows you to create a clone of the existing workflow under a new name.

    B. Delete Workflow  - This deletes the workflow from the account view.

    C. Close—Closes the workflow. You will be challenged if there are unsaved changes.

    D. Update — Saves all changes to the workflow.

    E. Activate—Click to activate the workflow.

    • The dot next to the workflow name indicates whether the workflow is draft/inactive (grey dot) or active (green dot).
    Activate the workflow

  4. Edit the workflow if needed, and select Activate.

  5. The workflow is immediately made available to the user, group, or organization.

To deactivate a workflow:

  1. Select the Workflows tab in the top navigation bar and then select Custom Workflows from the left rail.

  2. In the Workflows list, select a workflow with an Active status and click the Open <Workflow Name> button.

  3. Select a Draft status workflow

    The Workflow Designer displays

    Once the Workflow Designer is open, the workflow is fully editable. All sections can be changed as needed, and no changes will be saved until the Update button is clicked.

    Located on the right-hand side of the rail are the workflow controls:

    A. Clone Workflow  - This allows you to create a clone of the existing workflow under a new name.

    B. Delete Workflow  - This deletes the workflow from the account view.

    C. Close—Closes the workflow. You will be challenged if there are unsaved changes.

    D. Update — Saves all changes to the workflow.

    E. Deactivate—Click to deactivate the workflow.

    • The dot next to the workflow name indicates whether the workflow is draft/inactive (grey dot) or active (green dot).
    Deactivate the workflow

  4. Edit the workflow if needed, and select Deactivate.

  5. The workflow is immediately removed from the available workflow options for all users.

Sending using a custom workflow

Sending an agreement with a workflow starts on the Home page by selecting the Start from library button and then selecting the workflow you want to use.

Once you select a workflow, a modified Send page displays, showing the customized recipient order, any custom instructions, attached files, and so forth.

  1. From the Home page:

    • Select Start from library.
    • Select Workflows from the options on the left.
      • Any workflows limited to only your use are contained in a collapsible folder titled "My Workflows."
      • Any workflows limited to a group are contained in collapsible folders titled with the name of the group.
      • Any workflows available to the entire organisation are in a collapsible folder titled "Account Workflows."
    • Select the workflow you want to use
    • Click Start
    Send a workflow from the home page

     

    The Send page displays:

    Workflow configured agreement

    In the example Send page shown above, the following customizations are displayed:

    A. From the Workflow Info section:

    ○ The Workflow Name (GlobalCorp Service Contract <50K) at the top.

    ○ Instructions for the Sender (This workflow is used for contracts under 50K...).

    B. From the Agreement Info section:

    ○ Custom Agreement Name (GlobalCorp Service Contract).

    ○ The Message (Please find attached the service contract...).

    ○ The completion deadline.

    C. From the Recipients section:

    ○ The custom labels for the recipients (Signer and Counter Signer) and for the certified recipients (Legal team) display.

    ○ The email address is hidden when the sender is one of the signers, listing "Myself" instead.

    ○ The email addresses for the recipient group (Legal team). Preconfigured members are displayed. Optional additional recipients can be entered as indicated by the Enter recipient email text.

    ○ An uneditable CC'd party.

    D. From the Documents section:

    ○ The name of the pre-attached contract (Service Contract) displays in the Documents area.

    ○ The name of the file that the sender must upload, the Referral Document, also displays with a link to solicit the file upload.

    E. From the Sender Input Fields section:

    ○ The fields defined are displayed in the Fields area.

    ○ The default value is imported but editable.

  2. Complete the fields that are required by your workflow.

    In the example above, that would be:

    • Any additional Legal team email addresses (optional).
    • The required field information (Product, Quantity, and Total Cost).

  3. Click Send.

  4. Optionally, check the Preview & Add Signature Fields box and make modifications to the form fields, then click Send.

  5. Review, update, or otherwise manage the new agreement from the Manage page just as with any other agreement.

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