E-Signature Routing

Visual Flow

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When to Use This Pattern

Use e-signature routing when:

• Documents require legally binding digital signatures from one or more parties
• Signers may be external (customers, vendors, partners) without system access
• You need a tamper-evident audit trail proving who signed what and when
• The signing ceremony has a defined order (employee signs first, manager countersigns)

How It Works

Implementation Guide

Step 1: Prepare the Document

Before routing for signatures:

1. Generate the final document using Document Generation Pipeline
2. Convert to PDF (signatures should be on a fixed-layout document)
3. Place signature fields at the correct locations:
   • Signature line (drawn signature or typed)
   • Date field (auto-populated when signed)
   • Initials fields (for multi-page documents)
   • Custom fields (title, company name)
4. Remove the DRAFT watermark
5. Lock the document — no edits after this point

Step 2: Define the Signing Order

Order Type	Description	Example
Sequential	Signer 1 must finish before Signer 2 receives it	Employee → Manager → HR
Parallel	All signers receive it simultaneously	Board members all sign independently
Hybrid	Some sequential, some parallel	(Legal + Finance in parallel) → then CEO

Step 3: Configure Each Signer

For each person in the signing ceremony:

Setting	Configuration
Signer name & email	Resolved from request data or directory lookup
Signing role	"Employee", "Manager", "Customer"
Fields to complete	Which signature/initial/date fields belong to this signer
Authentication	Email link, SMS code, ID verification (for high-value)
Expiration	How long they have to sign (7 days typical)
Reminders	Auto-remind every 2 days if not signed

Step 4: Handle Outcomes

Outcome	Workflow Action
All signed	Download completed document, archive, notify all parties
Declined	Notify the requestor, log the reason, cancel remaining signers
Expired	Send a final reminder, then cancel. Notify requestor to re-initiate.
Void	The sender can void the envelope before completion. Cancel all.

Step 5: Archive and Distribute

After all signatures are collected:

1. Download the signed PDF with embedded digital signatures
2. Download the certificate of completion (audit trail from the e-sign provider)
3. Store both in the document repository with metadata
4. Send final copies to all signers
5. Update source records (CRM, contract system) with execution date and signed doc link
6. Trigger downstream workflows (onboarding, provisioning, payment)

Tips & Best Practices

• Use templates in your e-sign platform. Create reusable envelope templates with pre-placed signature fields for common document types (NDA, offer letter, SOW). This avoids placing fields manually each time.
• Handle mobile signers. Most signers will open the link on their phone. Ensure the signing experience works well on mobile.
• Don't send too many reminders. One reminder at 50% of the expiration window and one at 80% is enough. Excessive reminders are counterproductive.
• Plan for declined signatures. When a signer declines, capture the reason. This information is valuable for understanding why deals fall through.