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Multi Signer Workflow

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Liviu Stoica edited this page May 20, 2026 · 1 revision

Multi-Signer Serial Workflow

The Workflow tab orchestrates a signing chain across multiple signers in a defined order. Each signer is notified by email when it is their turn, signs the batch, and the chain continues automatically.

How it works

Administrator defines chain
        ↓
Signer 1 notified by email → signs batch → next signer notified
        ↓
Signer 2 notified by email → signs batch → next signer notified
        ↓
        ...
        ↓
(Optional) SEAL applied → document certified

Each signer uses their own XignAll profile — their certificate, signature placement, and appearance are independent.

Setup

Step 1 — Configure signer profiles

Each signer must have a profile in the Sign tab with:

  • Their certificate (PKCS#12 or PKCS#11)
  • Signature placement on the PDF
  • Signature appearance (name, reason, location, logo)

Step 2 — Build the workflow

In the Workflow tab:

  1. Click Add step for each signer in order
  2. Select the signer profile for each step
  3. Enter the signer's email address
  4. (Optional) Enable SEAL at end — applies the organizational seal after all signers complete

Step 3 — Start the workflow

  1. Select the input folder (PDFs to sign)
  2. Click Start workflow
  3. Signer 1 receives an email notification

Step 4 — Each signer's action

  1. Open XignAll
  2. Go to Workflow tab → select the pending workflow
  3. Review the batch and click Sign
  4. XignAll signs the batch and automatically notifies the next signer

Signature table replacement

If your documents contain a signature table (a formatted list of expected signers), XignAll can automatically rebuild it after each signing round.

How to enable:

  1. Insert a marker line in your document template (e.g. ===SIGNATURE_TABLE===)
  2. Enable "Replace signature table" in workflow settings
  3. XignAll removes all content from the marker onward and inserts an updated table

This ensures the final document always contains a clean, current list of all signers — no manual editing required.

Absentee handling

If a signer is unavailable:

  • The workflow administrator can skip that signer in the Workflow tab
  • The chain continues to the next signer
  • The skipped position is noted in the run report

SEAL at end of chain

Enable the SEAL option in workflow settings to apply an organizational electronic seal after all individual signers have completed. The SEAL:

  • Uses the SEAL profile configured in the Server Edition settings
  • Is applied as a final, certifying signature
  • Marks the document as complete and authentic at the organizational level

Email notifications

XignAll sends plain-text email notifications via SMTP. Configuration: Workflow tab → Email settings.

Required fields:

  • SMTP server, port, TLS/SSL
  • Sender email and password
  • Each signer's email address (entered per workflow step)

Run report

After each signing round, XignAll saves a timestamped report in the workflow folder listing:

  • Files signed successfully
  • Files skipped or failed
  • Signer identity and timestamp for each signature applied

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