What is a workflow?

A workflow, quite simply, allows you to save the configurations that make up the signing journey  (sign options, sign verification, signature positioning, number of signatories, templates used, stamp paper needed, authentication options, contracting features, custom consent layer, custom messaging etc.)

Thus, with workflows, the complex configuration process needs to be performed by a Leegality User ONLY ONCE - making the user experience significantly easier.

Why has this been introduced?

Due to the addition of new features picking up pace in the signing process it was becoming more and more tedious to configure these settings every time a singing journey was to be initiated. This led to mistakes and inconsistencies in the format for sending out invites.

Workflows by nature resolve this problem by allowing a one-time config of the settings to be saved for future use -  significantly reducing the time taken to send out an invite.

How to reach workflows:

1. Go to Leegality Dashboard screen and click on ‘Workflow’ in the Workstation

2. Inside the Workflow screen, click on ‘New Workflow Profile’ button

3. Enter a ‘Workflow profile ID’ and click on ‘Save’

You are now in the Workflow creation screen

Overview of the workflow set-up

Setting up a workflow is identical to Leegality’s legacy sending flow with the same 

1. Create  

2. Invite 

3. Finalize

steps, which act as a parent set-up for all the configurations which will be applied to the documents being sent out via the workflow without any manual intervention.

Configure a workflow

1. Create Page

1. This page is where you need to select the basis for your document being sent out. 

1. PDF - Either a dummy document has to be uploaded here to act as a base for the workflow
   Please note: The concerned document pdf/template selected should be a standard document that is to be sent out every time.
   
   OR
   
   

2. Template - a template can be associated with the workflow 

2. Choose Folder - You can specify The Folder in which you want all documents sent through this workflow to be sent after completion of execution
   

3. This page you to select the stamp series or upload the stamp

   i. Use Stamp - A stamp series can be specified for a workflow here. Every time the Workflow is executed, a stamp paper from this series will be attached to the document.
   

Remember this is a workflow for repeat use. So the document you select now should be a dummy/sample of the PDF you intend to send repeatedly to various customers/partners through this workflow

Click on ‘Next’

In case you have selected to create a Template Document Workflow – the next screen will take you to a preview of the Template Document along with the variable fields. You can leave these variable fields blank – this is just a Workflow Configuration and not the actual signing journey. Click next if you have confirmed the template. 

2. Invite Page

   This is where you can configure invitee settings i.e configurations for the people who are going to sign your document.

1. Adding invitees

   You will notice that Invitee Name and Contact Parameter have been grayed out – with a placeholder that looks like this in the boxes – Invitee(0)Name and Invitee(0)Email/Phone Number. This is intentional.
   
   Remember the Workflow is a Saved set of Configurations and NOT the Sending Journey. The grayed out portions will be filled in on a case by case basis during the Workflow Sending/Execution Flow (Dashboard / Spreadsheet).
   
   Click on the add invitee button to add any number of potential signers to the documents.
   
   

2. Request Signing Order

   Requesting a Signing Order means that signing links will be sent to Invitees in the specified order. The order can be edited by moving the Invitee up and down with the arrow keys

3. Configure Invitee

   Configure Invitee toggle allows you to fix a permanent invitee in the Workflow. This invitee will remain constant in every document.
   
   E.g. In a document flow, your authorized signatory may be the same signer in every agreement. Their details can be configured here during the creation flow and they will be pre-set every time the workflow is run.
   
   Once configure invitee has been turned on and details have been entered the toggle needs to stay on for the configuration to take effect.
   Additional invitees have to be left empty which will remain as variable invitees in the sending journey (dashboard / spreadsheet).

In the above screenshot since Configure invitee has been turned on the invitee parameters have become editable in order to configure a permanent invitee.

4. Invitee Specific Configurations

1. Signature Types
   Leegality offers 5 different signature types . You can choose which signature type is available for the Invitee to sign with. Note: Doc Signer and Automated Sign can only be used by your organisation’s signers and not by any third party. 

2. You can also configure specific configurations for a signature by clicking on the Gear Icon
   
   Further signature type specific configs can also be configured here.
   
   

In this case, Aadhaar eSign and Virtual Sign have been toggled on for the first signatory of the document. This means that the first signatory will always be given these two options to sign the document

3. More options
   More Options contains Leegality’s suite of Invitee Specific Customization options. Here you can set these configurations for each signatory to avoid repeat configuration for each signing journey.
   
   

In this screenshot the Advanced Authentication > GPS Location and Capture Photo have been activated for the first signatory. This implies  that the GPS Location and Photo of the First Signatory at the time of signing will always be captured and reflected in the audit trail for all documents sent through this Workflow

5. Advanced Options – a.k.a Journey Wide Configurations

   Advanced Options caters to journey wide settings which are applicable to ALL invitees to a signing journey 

In the above screenshot, two journey-wide configurations have been set (i.) the expiry has been set at 3 days which means that every invite sent via this workflow will expire after days (ii.) A custom message has been added to the invite which will display in the email/phone notification sent out for every invite sent via this workflow

Once you have completed all desired configurations click on ‘Next’