This is basically your starting point for all the documents you will be distributing for signing and/or approval.
Let's start with what a workflow is. A workflow, in this context, is simply a sequence of processes through which a document passes, from initiation to completion. In your case, the high-level sequence is Upload Document -> Input Document Information -> Set Up Workflow -> Release Document.
Now, get ready to start opening up the world of digital efficiency that is SignFlow...
You can access the New Workflow page in one of two ways - either from the Create New Workflow button on the top left-hand side of your Dashboard Overview page:
Or from the very first item on your main SignFlow menu bar, + Create New:
Both of these actions will bring you to the following page, the first step of your document workflow:
1. Upload your document
Upload the document you want to send for signing/approval (workflow) from your computer, either via drag-and-drop or browsing your PC's hard drive (Click to import your document).
2. Set document information
Once you've selected the relevant file, you will be taken to the Document Information page, which presents a number of optional features and settings you can attribute to your document:
Clicking on this will bring up a dialogue box that allows you to rename the document you're sending. Simply type in the new name and click Save.
Perhaps you realise, upon seeing the thumbnail of the document you chose in step one, that you mistakenly selected the wrong file. This button allows you to browse your PC for another document and replace the one you previously chose with it.
Split pages into separate flows
With this you can create individual workflows for each page. Existing steps are duplicated for each page and can then be modified per page. This feature allows you to send each page of your document to a different person/different people for signing. Once completed with all the required signatures, the pages are then consolidated into a single PDF document, in your Portfolios.
1. Click on the Split pages into separate flows button.
2. In the dialogue box that pops up, click Split Document..
3. You will be taken to the Document Information page, where the document name will now read [Document name] Page - 1 of [X].
4. NOTE: Portfolio options are now no longer available, but you can still Rename or Replace the document.
5. Once you've filled in all the necessary info, click Proceed and go through the workflow process with each page.
6. Each page will have a separate status in your Circulating basket, until the page has been signed/approved.
7. Under the Portfolios menu item, your new portfolio will also show as In Progress until all the pages have been actioned.
Start new Portfolio & Add To Existing Portfolio
Start new Portfolio and Add To Existing Portfolio were both added in March 2017, with the release of SignFlow Version 22.214.171.124.
For detailed instructions on these, see Portfolios: Multi-document "envelope" management - Section 1.
This feature helps you ensure your message gets noticed when you need it to. You have three options: Normal, Urgent and Very Urgent. If Urgent or Very Urgent priorities are set, the recipient will receive a mail marked as such, with an orange banner saying Urgent - or a red banner saying Very Urgent (as in image below) - at the top of the mail. If Normal priority (default) is selected, there will be no banner and the email's subject will start with "New document requires your attention..." as opposed to "Urgent" or "Very Urgent".
This is the date by which you, the document originator, would like your document actioned by. If the document has not been actioned by the necessary users by that date, however, nothing will happen unless Auto Expire is set to Yes. It is like a soft request for your document to be given attention by the said date.
Setting Auto Expire to Yes turns Due Date into a hard requirement, rather than a request. If the document has not been actioned by the designated date, the workflow will be cancelled.
Auto Remind, if set to Yes, will send a reminder email every morning at 7am to remind recipients that they still need to action the document you workflowed to them.
This is a only available for Business users. It allows the document to be escalated through the ranks of your business, if the user does not action the document within the selected time-frame (1, 2, 4 or 8 hours). The escalation will be done from User to Team Leader to Department Head. If you select 1 hour, for instance, the document (if it’s not been actioned within the first hour) will be escalated to the team leader. After another hour, it will be escalated to the department head.
You can enter any message you wish. Your message will be displayed for each person in the workflow. This is a good place to tell recipients what the reason is for you sending the document in question for signing or approval.
You can cancel everything you have set up in the workflow so far with this button. You will be taken back to your Dashboard Overview, where you can start afresh if need be.
Once you're happy you've set up all the necessary document info for your workflow, click Proceed to advance to step three - eSign Workflow.
3. Set up your workflow
In this step, you create a workflow for your document. You can add users, and what action you would like them to take - like sign, approve or simply view the document.
NOTE: Add Face-to-Face and Add Group are relatively new signing & workflow features, which have opened up new abilities for SignFlow users. These both warrant their own article.
For Face-to-Face signing click HERE.
For Group Signing click HERE.
To add a signer, approver or viewer, simply click on the appropriate icon. If the person you are sending the document to does not have a SignFlow account, the system will automatically send them an invite to register for a SignFree account (there is no charge for this). On sign up, they will be able to sign, approve or view the document you sent them.
1. Click Add Yourself icon.
2. A pop-up box with your pre-populated details will come up.
3. Click Add.
4. You are added as a signer.
1. Click the appropriate icon for the action you require.
2. Fill in the recipient's details in the pop-up box that comes up. If they are in your contacts, you can simply type their name and their details will be auto-filled.
3. Choose whether or not a Proxy signer/approver/viewer is allowed.This will give the recipient the ability to decide whether they are the correct person to sign or approve the document when they receive it, or to nominate someone else to sign the document if necessary.
4. Click Add.
A table of all the users you have chosen to view, approve or sign your document will now be shown below the icons. In the example below, I have added myself (signer), a viewer, approver and two other signers:
You will now see a few more options, which will assist you in finalising your workflow.
Clicking on this icon, on the left-hand side of your workflow table next to each user, simply displays the user's email address and user type.
By default, your workflow will go through the designated users in the order in which you set them up. You can change the order by clicking on the blue arrows to the left of a user's name. You can move each user either up (up arrow) or down (down arrow) the list until the order in which the workflow will flow is as you want it. If you have designated someone as a viewer only, this does not apply as they do not need to action the document in order for it to move on to the next person. 4
On the far right of the workflow table, you will see a red delete icon. You can instantly remove any of the users you have set up so far in the workflow by clicking on this.
From this drop-down menu, you can select whether the document you have just set up in your workflow is simply stored in your SignFlow account (Store in SignFlow), or whether it is stored and a copy of it emailed to an address you will specify in the dialogue box that comes up when you select this option (Store in SignFlow and Email Document).
Save Workflow as template
This button allows you to save the workflow you've just set up as a template so you can use the same workflow at a later stage, without having to redo all the settings. This way, you have a standard set of recipients and actions. You simply select the template name and your workflow is ready to go.
Once you've added all the necessary users to your workflow, click on Save Workflow as template and name the template in the dialogue box that pops up. Depending on how your account is set up, you will also have to select which folder the template fits into (e.g. Personal, Team, Department, Business).
The dialogue box gives you an outline of the workflow, including users, the actions required, flow order, whether proxy is allowed and how the document is stored/sent on completion:
Click Save and your template will immediately be stored in your account or the applicable accounts for future use.
Now that your recipients are all set up, there is one more quick process left to go through before you can send the document out (Release document) - that is, to tell recipients where to sign or initial the document and (if applicable) set up the information fields you need from them. This is all done via Doc Prepper.
If you choose to Skip Doc Prepper & Release, recipients can sign anywhere on the document.
More commonly, you will want to specify where recipients should sign the document, along with other fields they need to fill in. In this case, click Go to Doc Prepper.
For detailed instructions on how to use Doc Prepper, click HERE.