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Advanced Signing Flow

This article describes how to set up an advanced signing flow by assigning roles, grouping documents, and defining who signs what and when.

Updated over 2 months ago

⚠️You’ll need administrator rights to make the changes described in this article.

What is an Advanced Signing Flow?

An Advanced Signing Flow allows you to fully customize how documents are sent, received, and signed within a template. It enables: For example, you can use the advanced signing flow to handle cases requiring sequential signatures, like having a tenant sign a rental contract before the landlord.

  • Assigning who must sign specific documents.
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  • Defining who should receive documents without signing.
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  • Sending different documents to different recipients, depending on their roles and responsibilities.

This is especially useful when not all recipients need to view or sign the same documents.


How to Enable the Advanced Signing Flow

Before using it, the advanced signing flow must be enabled in the template settings. This action can only be performed by an administrator and must be done before sending the template.

Once a document is signed, it cannot be resent for additional signatures, so ensure that all signature rounds are pre-configured during setup.

Steps to Enable:

  1. Go to Settings.
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  2. Select Templates.
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  3. Open an existing template or create a new one.
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  4. Scroll to the bottom of the template settings.
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  5. Activate Advanced signing flow.


How to Configure an Advanced Signing Flow

Enabling the advanced flow is only the first step. You now need to configure it by setting up:

1. Signer Roles

These roles determine who is signing and help Addo Sign identify different types of signers.

Steps:

  1. Click Add Signer Role.
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  2. Enter a descriptive name (e.g., Tenant, Board, Property Manager).
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  3. Choose a signature method for this role.
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  4. Set any identity verification requirements.

2. Document Groups

Document Groups help organize which documents go to which signer roles.

Steps:

  1. Click Add File Group.
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  2. Name the group to reflect the type of documents it will include (e.g., Contract, Conditions, Attachments).
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  3. Add the relevant documents to each group.


How to "Send" with a Template with Advanced Signing Flow

Sending a transaction using an advanced template is slightly different:

  1. Add recipients and assign them to the correct signer roles. Here you can see two different Signer roles called "Signer 1" and "Signer 2"

  2. Upload documents and assign them to the correct document groups. Here you can see two different Groups called "Group 1" and "Group 2"

  3. Add the different roles in the different groups

  4. Click Send.

⚠️Only recipients in Signing Round 1 will receive an email/SMS immediately. The flow continues automatically to the next round once all signers in the current round have completed their part.

This feature ensures sequential signing, where one party completes their part before the next is notified.


How to Track the Signing Flow

You can track the status of an advanced signing flow directly from the transaction overview:

  1. Go to the Overview tab.
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  2. Find the relevant transaction.
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  3. Click Show Signing Flow.
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  4. A pop-up window will display:

  • Who has signed (Status: Signed)
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  • Who has received the documents (Status: Started)
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  • Who is still waiting (Status: Pending)

This tracking feature also helps monitor the sequential signing order, showing which round is currently active and which parties are next in line.

Related Articles
Additional Signing Settings
Settings in Addo Sign
How to manage users and groups
Tracking and Managing Signatures in Addo Sign
Template for document signing
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