Signature Step - 12/2024

🎯 Objective

This article presents the signature step in Workflow 2 (nextgen), explaining how it works and the conditions for sending documents for signature. You will learn how to configure and use this step to integrate the signature process into the workflow efficiently and securely.

 

🆕 What is the signature step in the workflow?

The signature step is used to define when and by whom a document can be sent for signature, ensuring that all formalization and approval steps have been previously completed.

This functionality organizes the use of the signature feature within the workflow without interfering with the internal rules of tools such as netLex Sign or integrated providers.

⚙️ How to configure the signature step?

Add the step to the workflow:
Select the "Sign" type when including a new step in the flow.
Configure the parameters:
Step name: define an identification for the step.
Responsible: assign users who can send the document for signature, approve it to advance or reject it to previous steps.
Optional settings: include deadlines, questionnaires, permissions for editor use and rejection settings, as needed.

Sending for signature
Documents with a signature step in the workflow
Conditions for sending the document for signature:

Access permissions: the user must have permission to send documents for signature in netLex Sign or integrated providers.
Workflow in progress: the document formalization must be in progress.
Current step: must be of the "Sign" type and the user must be responsible for the step.

Documents with a workflow without a signature step
The permissions and progress of the workflow are applicable, but sending for signature can occur at any step.

Documents without a workflow
Only access permissions are considered.

🔒 Behavior of the signature step

Approval
Approval without signature: the step can be approved even if the signature has not been requested. The system alerts the person in charge, who can decide to wait or proceed.
Signature in progress: if the workflow is completed or canceled, but the signature process has already started, it will continue until it is manually finished or canceled.
Required internal action: approval of the signature step must be done on the platform; it is not possible to perform this action directly via email or Slack notifications.

Rejection and cancellation
Rejecting the step: when rejecting a signature step, any signature process in progress will be canceled, with confirmation displayed to the person in charge.
Cancelling the workflow: if the workflow is canceled, the signature process will also be canceled, with notification to the user.

🚀 Main benefits

📜 organization and control
Precisely defines the time and those responsible for sending documents for signature.

🔒 security and flexibility
Allows you to configure specific conditions to ensure that signature processes are carried out properly.

📊 efficient integration
Aligns the use of the signature feature with the workflow, increasing process efficiency.

With the signature step, you integrate the signature process into the workflow, ensuring greater control, security and efficiency in the formalization of documents. 🚀