You need a model that is Ready in Documents (see the Documents guide). The Flow never repositions anything: positions, data and people come from the model. Available on Business and Enterprise.
Overview
Four things to do
Prepare the model once, in Documents
Who signs, what to ask them and where everything goes on the pages.
Add a Document signature task to the Flow
From the + in the task timeline, choose Document signature.
Pick the model and map
Say where the client's name and e-mail come from and where each field of the document is read from in the Flow.
Run it
When the run reaches the step: check the data, preview, send, follow and complete once everyone signed.
In the editor
Add the step with the +
In the task timeline, the + between tasks (and the one inside a phase) now offers two choices: a Task, as always, or a Document signature. The second creates a task that holds the document to sign and nothing else, already assigned to you like any new task.
In the editor
Choose the model and map it
Pick the model from your library. The task takes the name “Signature · model” unless you rename it. Cadenio then lists what the model needs: who signs and the fields of the document. Link the client's name and e-mail to Flow fields, say who signs for the office, and link each field of the document to a Flow field or to an office value. Names that match, such as “Full name”, are linked for you.
What you map
The task only asks for these
- Model
- The document to send, with a shortcut to edit it in Documents. A model that is not Ready says so.
- Client name and e-mail
- A Flow field for each, such as the ones you fill in on a client data task. Left empty, they are typed in the run.
- Who signs for the office
- Whoever is assigned to the task (the default), whoever started the run, or the person in a member field.
- Fields of the document
- Each send field of the model is read from a Flow field, from an Office value you keep in the account, or typed in the run. Dates filled on sending and calculated fields are not asked.
- Item table
- If the model has an item table, link it to a Line items field of the Flow: its columns, rows and totals go to the PDF. Left unlinked, the items are typed in the run.
Leaving something unmapped is fine: the editor says how many items will be typed in the run, and sending waits until they are all filled. What is not fine is a document missing a datum, so nothing goes out half empty.
One place for the layout
To change the document, change the model
The signature task takes no extra fields and has no positions of its own. If something must change (a new field, a signature moved), edit the model in Documents and the Flow follows: a new field shows up to be mapped, a removed one disappears. The model shows how many Flows send it, and archiving a model in use asks you to confirm and names those Flows.
Archive
Archiving a model a Flow uses
Archiving a model stops the signature tasks that send it. Cadenio asks before it does, and names them.
In the run
The step shows what will be sent
When the run reaches the step, the task lists the data of the document, where each one came from (a previous task or this one) and who signs. What the Flow could not fill is open, ready for you to type. A field that came from the Flow can be corrected right here and the correction goes to the task it came from. Until everything is filled, the send button stays off and a line says what is missing.
In the run
Preview, then send
Preview builds the real PDF with the values of this run. When it looks right, Send for signature shows who will receive it and goes out. The client gets the personal link, signs on the phone and you follow it from here.
In the run
Follow the signatures
Each person shows as sent, opened or signed, with reminders, copy link and change e-mail. The office signs with Sign now, right in the step. If the client asks for changes, correct the data and use Send new version: the same links open the new one. The task is not complete while it waits.
In the run
Signed by everyone
When the last person signs, the step says it was signed by everyone and the signed PDF, with its certificate, is on the task. Now Complete task is available: check the PDF and complete it, and the Flow goes on.
In the run
The Flow follows
Completing the task moves the process on, to the next step or to the end of the run. The signed PDF stays on the task, and the result of the signature is a field you can use in rules.
What stops the send, and how to fix it
The step says it in plain words, and these are the usual causes.
| The step says | What to do |
|---|---|
| Fill in a field | Type it in the step. It is a field of the model that the Flow does not fill. |
| The e-mail of the client is empty or invalid | Fill in the task where the e-mail comes from, or correct it with the pencil in Who signs. |
| The model was archived | Restore it in Documents. |
| Someone has no place to sign on the model | Open the model in Documents and give that person a signature block. |
| Nobody signs for the office | Assign the task, or fill in the member field you chose. |
| Send the document for signature first | You tried to complete the task before sending. Send, then wait for the signatures. |
Good to know
- The signature result is a fieldThe task creates three fields: the result (Signed, Declined or Canceled), what the client asked for or why they declined, and the signed PDF. Use them in rules and hand-offs like any field.
- A declined or canceled documentThe task can then be completed too, so the Flow follows its loss path. Use the result field in a rule to decide what happens.
- Two different documentsUse two signature tasks, one for each model, and a rule to skip the one that does not apply.
- Something the Flow did not foreseeIn a run, add a signature task for an addendum or a delivery term. It opens its setup right away.
Common questions
Can I add other fields to the signature task?
No. It holds the document and the three fields it fills. For other information, use a normal task before it and map those fields to the document.
Where do I move a signature or add a field?
In the model, in Documents. The Flow has no positions of its own, so every Flow and every direct send that uses the model gets the change.
What if I change the model after publishing the Flow?
Runs read the model when you open the step and when you send. A new field of the model appears to be filled in the run, a removed one disappears, and a model that is not Ready blocks the send and says who is missing a place to sign.
Can the client edit the data?
No. The client signs, asks for changes or declines. You correct the data in the step and send a new version.
Does the client need a Cadenio account?
No. The client signs through a personal link, on the phone or computer.
Which plans include it?
Business and Enterprise, with unlimited sends.