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With workflows, you can request an eSignature from your client(s) in a standalone flow, or create a full end-to-end onboarding process with signatures alongside other KYC checks.

In this article, we will cover:

Watch the training video to see how you can add a document signing step to your workflows.

To include a document for signing in your workflows, you can either edit your existing workflows or create new ones.

To create a new workflow, navigate to Engage > Workflows and click ‘Create new Workflow’.

When creating a new workflow, you can label the workflow and add a description so you dashboard users know when to send this workflow to their clients. You can also add a message for your client(s) to explain the actions you need to take and add some context. This will speed up your client(s) response time and remove the need for manual emails back and forth.

Click Add step to choose the first step in your workflow. Workflows can be built in any combination using the options available, and you can re-order these steps later in the process as needed.

To add a document signing step, click Request a signature. Add a step name, description, and document name. This will give your client(s) clear instructions about what actions they need to take, what document they’re being asked to sign and why they are being asked to sign.

Once you’ve completed all the required information, click Add to workflow.

To request an eSignature from your client(s), you will need to send a new Engage request. Navigate to Engage > Individuals then click Send engage request.

Enter your clients’ contact details. For more information on using Contacts, click here.

You can add the matter reference (optional) to associate with the workflow, and select a team member to review the workflow results. Next, select a workflow that contains a Request a signature step.

Once selected, you’ll be prompted to upload and tag the document you wish to be signed by your client(s). Drag & drop your chosen document into the box, or click the link to select a document from your computer.

Once you have added your document, click Tag document.

You will then be presented with the option of adding multiple signers to the document you wish to be signed.

Select the area of your document where you need your client(s) to sign. For eSignatures, you can select either Signature and/or Initials. You can also add Auto-fill fields to capture information automatically, such as the date the document was signed, or the name of the person signing the document.

Once you have tagged the area you want your client(s) to sign, you can also mark whether it is a required field that your client(s) must complete, and edit the field name.

Once you have successfully tagged your document, click Next to finish. Should you wish to make any amends to the document you are creating click the 'back' icon in the document tool bar.

When you’re ready, click Create. To send the request directly to your client(s), select Send email.

When your client(s) receives your email they will click on the link to complete the workflow you have sent them. The welcome message and document descriptions are customisable as shown in this guide.

Your client(s) will be able to review and sign the document as specified when setting up the workflow request.

Once they have read the document, your client(s) will be guided to where they are required to sign. Your client(s) can sign from their preferred device, including smartphones, tablets or desktop computers.

Once they have completed the requested actions and submitted all information, your client(s) will receive a signed PDF copy of the document via email.

Once you have sent the engage request to your client(s), you will be able to track the status of the request from your Engage dashboard.

For any engage request that contains a document signature workflow step, you will be able to see whether or not the document has been signed by your client(s), and download a copy of the signed document. You can also click on the step to view a preview of the signed document.

You will be able to see the date and timestamp for when the document was signed within the workflow step.

The signed document also contains a comprehensive audit trail, including information on when the document was signed and viewed, on the final page of the PDF.