Workflow Engine and Signer Portal

Workflow engine and signer portal

A workflow determines who reviews or signs an agreement and what happens next. The sender configures it; recipients complete their tasks through the invitation portal.

Understand agreement states

State	Meaning	Typical next step
DRAFT	Content is being prepared	Edit, configure fields, or request review
IN_REVIEW	An internal decision is outstanding	Designated reviewer approves or rejects
APPROVED	Review has approved the agreement	Send when ready
SENT	Invitations have been issued	Recipients open their links
IN_PROGRESS	Signing work has begun	Remaining recipients finish
COMPLETED	Required signing work has finished	Download and verify the result
DECLINED	A recipient declined	Review the reason and agree next steps
CANCELLED	Sender cancelled the workflow	Prepare a new agreement if needed
EXPIRED	Signing deadline passed	Contact the sender for a new workflow

Available actions depend on state and permissions. Rejected review work returns for revision; a displayed state is more useful than assuming a fixed number of steps.

Request and decide a review

1. Sender chooses Submit for Review and identifies the intended reviewer by the available selection or email option.
2. Sender adds notes and submits.
3. The designated reviewer opens the agreement, checks content and fields, and records an approval or rejection with comments.
4. Sender checks the result. If revision is needed, edit and submit again.

An eligible sender can retract an outstanding review request to return the document to drafting. Review decisions are limited to the assigned reviewer or authorized administrators; belonging to the workspace alone does not make someone the designated reviewer.

Choose signing order

Parallel: invited signers can act independently. Use this when one person's signature does not depend on another's.

Sequential: recipients act according to routing order. Use this when the next person should receive their task after earlier work completes. Check routing numbers and the recipient list before sending.

Recipient roles include signer, approver, and viewer in the send dialog. A viewer is not a substitute for a signer. Internal review and recipient approval are different concepts; configure the right task for each person.

Remind or cancel

To remind someone, open the reminder action on an eligible agreement, choose the outstanding recipient if needed, add an optional note, and send. Check Notification History for recorded email activity. A recorded notification is not proof it reached the recipient's inbox.

To stop an agreement, choose the cancellation action, enter a reason, and confirm. Recipients should no longer use a cancelled workflow. Cancellation changes workflow state; it does not rewrite signatures already made or undo a legal commitment.

Expiry and notifications

The send dialog accepts an optional expiry date. Expiry processing and scheduled notices depend on the operator's scheduled processing and email configuration. If status or email delivery appears delayed, ask your administrator to inspect the deployment.

The signer portal supports electronic-record consent, viewing, guest email OTP verification, field completion, signatures, decline, and authorized downloads. Follow Sign an Agreement for recipient steps.

Developer reference: Agreement and Workflow API.