Signer Workflows

WPsigner supports two signing workflows: Parallel (everyone signs at once) and Sequential (one after another). Choose the right workflow based on your document requirements.

Workflow Comparison

Feature	Parallel	Sequential
Email delivery	All at once	One at a time
Signing order	Any order	Enforced order
Completion time	Fastest	Depends on each signer
Use case	Co-signers, witnesses	Approval chains, contracts

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Parallel Signing

How It Works

When you send a document with parallel signing:

1. All signers receive the email simultaneously
2. Each signer gets their own unique signing link
3. Signers can complete their fields in any order
4. Document completes when ALL signers finish

Visual Flow

Document Sent
     ↓
     ├→ Signer A receives email → Signs → Done ✓
     ├→ Signer B receives email → Signs → Done ✓
     └→ Signer C receives email → Signs → Done ✓
                    ↓
            All signed = Complete!

When to Use Parallel

• Co-signers: Both parties sign the same contract
• Witnesses: Multiple witnesses sign independently
• Team acknowledgments: Everyone confirms at once
• Speed is priority: Need signatures ASAP

Example: Partnership Agreement

Two business partners need to sign an agreement:

1. Add Partner A (alice@company.com)
2. Add Partner B (bob@company.com)
3. Keep workflow as “Parallel”
4. Both receive email immediately
5. Either can sign first
6. Done when both complete

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Sequential Signing

How It Works

When you send a document with sequential signing:

1. Only the first signer receives an email
2. After Signer 1 completes, Signer 2 gets their email
3. This continues in order until all signers finish
4. Document completes when the LAST signer finishes

Visual Flow

Document Sent
     ↓
Signer A receives email
     ↓
Signer A signs → Done ✓
     ↓
Signer B receives email (triggered)
     ↓
Signer B signs → Done ✓
     ↓
Signer C receives email (triggered)
     ↓
Signer C signs → Done ✓
     ↓
All signed = Complete!

When to Use Sequential

• Approval chains: Manager must approve before director
• Contracts: Vendor signs, then client countersigns
• Dependent signatures: One signature validates another
• Review processes: Each step requires previous completion

Configuring Signing Order

Step 1: Enable Sequential Signing

1. In the Signers step, select “Sequential Signing”
2. The order indicator appears next to each signer

Step 2: Arrange Order

1. Drag signers using the handle (≡ icon)
2. Drop in desired position
3. Numbers update automatically (1, 2, 3…)

Step 3: Verify Order

• Signer #1 receives email first
• Signer #2 receives email after #1 signs
• Continue in order…

Example: Employee Contract

An employment contract needs:

1. Employee signature first
2. Manager approval second
3. HR final sign-off

Configuration:

Order	Name	Role
1	John Smith	Employee
2	Jane Manager	Department Manager
3	HR Team	Human Resources

Result:

• John receives email → signs employment terms
• Jane receives email → approves hire
• HR receives email → finalizes employment

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Advanced Signer Options

Signer Roles

Assign descriptive roles to each signer:

Role	Purpose
Buyer	Purchasing party
Seller	Selling party
Witness	Third-party observer
Guarantor	Financial guarantor
Notary	Official notary
Agent	Authorized representative

Roles appear in:

• The signing interface
• Emails sent to signers
• Audit trail
• Certificate of Completion

Access Codes (PIN)

Add extra security with a PIN:

1. Click the lock icon next to a signer
2. Enter a 4-6 digit PIN
3. Or click “Generate” for a random PIN
4. Share the PIN with the signer via separate channel

The signer must enter the PIN before viewing the document.

[!TIP] Send the PIN via SMS or phone call for best security. Never include it in the signing request email.

Expiration Settings

Set a deadline for signing:

Per-Document Expiration

1. In Review step, enable “Set Expiration”
2. Choose date and time
3. Links become invalid after this date

Signer-Specific Deadlines (Sequential)

• Each signer can have their own deadline
• Useful for multi-stage approval processes

Authentication Options

Method	Security	User Experience
Email only	Basic	Easiest
Email + PIN	Medium	Requires PIN entry
Email + SMS OTP	High	Receives code via SMS

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Signer Experience

What Signers See

Email Notification

• Professional signing request email
• Document title and sender info
• Prominent “Sign Now” button
• Expiration date (if set)

Signing Page

• Full document preview
• Required fields highlighted
• Clear instructions
• Mobile-friendly interface

Completion

• Success confirmation
• Download option (optional)
• Email with signed copy

Signer Actions

From the signing interface, signers can:

Action	Description
Sign	Complete their assigned fields
Decline	Refuse to sign with reason
Delegate	Forward to another person (if enabled)
Download	Get a copy after signing

Decline Handling

If a signer declines:

1. They’re asked for a reason (optional)
2. Document status changes to “Declined”
3. Document owner is notified immediately
4. Other signers are informed
5. Workflow stops

Reasons for declining might include:

• Incorrect information
• Need to review with legal
• Contract terms unacceptable
• Wrong person assigned

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Managing In-Progress Documents

Tracking Status

From WPsigner → Documents, view real-time status:

Status	Icon	Meaning
Sent	📤	Awaiting signatures
Viewed	👁️	Signer opened the link
Signed	✍️	Signer completed their fields
Complete	✅	All signers finished
Declined	❌	Signer refused

Sending Reminders

For signers who haven’t completed:

Manual Reminder

1. Open the document
2. Click Send Reminder
3. Reminder email sent immediately

Auto-Reminders Configure automatic reminders in Settings:

• After 24 hours
• After 3 days
• After 7 days
• Custom schedule

Resending Invitation

If a signer didn’t receive the email:

1. Open the document
2. Find the signer in the list
3. Click Resend
4. New email sent with same link

Voiding a Document

To cancel a document before completion:

1. Open the document
2. Click Actions → Void
3. Enter reason (optional)
4. Confirm void action

Result:

• All signing links become invalid
• Signers are notified by email
• Document marked as “Voided”
• Audit trail records the void

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Workflow Best Practices

Choosing the Right Workflow

Scenario	Recommended
Two equal parties	Parallel
Approval needed first	Sequential
Group acknowledgment	Parallel
Chain of command	Sequential
Independent witnesses	Parallel
Dependent signatures	Sequential

Reducing Signing Time

• Use parallel when possible - Faster completion
• Send reminders - Keep documents moving
• Set reasonable deadlines - Creates urgency
• Pre-fill known fields - Less work for signers
• Mobile-friendly - 60%+ sign on phones

Handling Delays

If a signer isn’t responding:

1. Send a manual reminder
2. Call them directly
3. Check spam folder
4. Resend the invitation
5. Consider voiding and recreating with different signer

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Common Questions

Can I change the order after sending?

No. Once sent, the signing order is locked. Void the document and create a new one if needed.

What if a sequential signer is unavailable?

The workflow is blocked. Options:

• Wait for them to return
• Void and assign to someone else
• Use delegation (if enabled)

Can signers see other signers’ info?

Signers only see fields assigned to them. They can see other signers’ names in the Certificate of Completion after all signatures.

How long are signing links valid?

By default, links don’t expire. Set an expiration date if you need time limits.

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Next Steps

• Form Fields - All field types explained
• Campaigns (Public Links) - Mass signing
• Email Templates - Customize notifications