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Use and management of workflows

In this tutorial, we would like to show you how you can use workflows to make obtaining signatures even more efficient for you and your team.
Philipp Gernerth
Updated on 15.11.2023

References from the video and further links:

Step-by-step instructions

In this tutorial, we would like to show you how you can make obtaining signatures even more efficient for you and your team with the help of so-called workflows.

A workflow consists of the most important settings that you want to use or reuse when obtaining signatures for certain document types.

Save valuable time: The following settings can be saved and reused when reloading. (the parameters can be saved granularly)

  • List of recipients
  • Order of signatures
  • Option: Only one person must sign in a signature round
  • The role of the individual recipients (signatory, observer)
  • The required signature type (AES, QES)
  • Reminder date and frequency
  • Invitation message
  • Permission to forward

In the following, we will show you how to use workflows optimally. Here is an overview:

A) Saving workflows B) Using workflows C) Updating workflows D) Sharing workflows with the team

A) Saving a workflow

To be able to save a workflow yourself for the first time, you must go through an invitation process. See the tutorial Obtaining signatures (with signature workflow) .

When you send the invitation, you will be asked if you want to save this workflow. Do this to save your first workflow.

In the next step, you will be asked which parameters you would like to save in your workflow. For example, you may always want to invite the same list of your contacts to sign a certain type of contract and specify the same signature sequence, but require a different signature type to be used by your recipients from time to time. In this case, we recommend deselecting the "SIgnature type: QES" option.

Once you have made all the settings correctly and given the workflow a suitable name, you can save the workflow.

Important: If you reuse a workflow, you can of course adjust all parameters again.

B) Use workflows

All your workflows are saved in the "Contacts & workflows" tab. Switch to the "Workflows" tab. If you click on a workflow, you will see all the details and which parameters the workflow contains.

By clicking on the "3 dots" on the far right of an entry, you can also start various actions for a workflow, e.g. rename or delete the workflow.

To start a new invitation process with a workflow, click on "Use workflow". In the next step, you can decide which documents you want to start your invitation process with. You can upload documents, select them from the dashboard or use templates.

Clicking on "Add" takes you directly to the sproof sign editor, the correct documents are uploaded and you can see that all settings have already been made according to the workflow.

You have the second option of selecting a workflow directly in the editor in the right-hand sidebar. In the "Recipients" tab, you also have the option of selecting a complete workflow instead of individual contacts.

Once you have decided on a workflow, all you have to do is define the signature positions and optionally the form fields for the individual recipients using drag & drop.

In the last step, you can send the invitation to sign.

C) Updating workflows

You also have the option of updating an existing workflow. To do this, open an existing workflow, change the individual parameters as required and then send the documents for signature.

In the last step, you have the option of overwriting the workflow by clicking on "Update workflow". The workflow then has the same name, but has been adapted.

D) Share workflows with the team

You have the option of sharing individual workflows with your team. This can speed up or simplify processes for your entire team.

To do this, go to the detailed view of a workflow. To do this, navigate to the "Workflows" tab in the "Contacts & workflows" overview. You can release the workflow by clicking on the Share button.

If you want to withdraw a workflow, you can do this again in the detailed view. To do this, click on the "Share" icon again to withdraw the approval.