Sender Workflow Transitions
Published on February 6, 2026 DRTE
End-to-End Document Workflow & E-Signature Transitions
This guide outlines the standard operating procedure for generating, validating, and executing secure electronic signatures within the Salesforce ecosystem. Follow these phases to ensure data integrity and a seamless experience for both internal and external stakeholders.
Workflow at a Glance
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Phase 1: Document Initialization and Validation
The workflow begins directly within the relevant Salesforce record to ensure data continuity.
Step 1 – Access the Document Editor. Navigate to the specific Salesforce record (e.g., Opportunity, Account, or Contract) and select the tab containing the Dynamic Rich Text Editor/DRTE Editor component.
The DRTE Editor tab on the Salesforce record page.
Step 2 – Dynamic Generation. The system automatically executes SOQL queries to aggregate data from the current record and any related child objects based on your predefined template configuration.
Step 3 – Data Validation. Before moving on, check the following:
- Accuracy Check: Review the dynamically populated fields to ensure all data points (amounts, dates, names) are correct.
- Placeholders: Confirm that all required signature placeholders (e.g.,
[Signature1],[Signature2]) are visible at the bottom of the document or wherever the signatures are placed in the default/selected template.
Phase 2: Defining the Signer Path
Configure participant details and establish the logic for the signing sequence.
Step 1 – Add Signers. Within the editor, click the E-Signature Request button for each necessary participant.
Click E-Signature Request once for each participant.
Step 2 – Fill Signer Details.
- Internal Signers: Verify existing contact details pulled from the User record.
- External Customers: Manually enter or verify the customer’s name and email address for accuracy.
Signer details for internal and external participants.
Step 3 – Establish Sequencing. Use the E-Signature Request List component to manage the workflow.
The E-Signature Request List component controls the signing order.
- Drag-and-Drop: Order the signature records by dragging them into the desired sequence.
- Logic Example: Move a Customer signer to the end of the list to ensure they only sign after an internal manager has provided preliminary approval.
Tip: Always place the external customer last unless your process requires otherwise, so internal approvals are complete before the customer receives the document. |
Phase 3: Starting the Signature Process
Choose one of two options: start automatically with Begin Workflow, or initiate the first signature manually.
Option A – Automatic Workflow using Begin Workflow
Begin Workflow starts the signing sequence automatically.
Option B – Initiating the First Signature Manually
Moving from the draft stage to the live execution of the first request.
The first signature request record in the sequence.
Step 1 – Final Verification. Open the first signature request record in your sequence and review the final PDF output to ensure formatting is preserved.
Step 2 – Send Request. Click the Send Signature Request button. This triggers an automated email notification to the first signer.
Step 3 – First Signer Execution. The recipient clicks the secure link in their email to access the Aura-based signing site. They will be prompted to scroll through the document to the signature fields.
Step 4 – Consent and Completion. The signer completes any required text fields, applies their signature, and checks the Consent checkbox.
Note: Consent authorizes the collection of the signer’s IP address and GMT timestamp for the legal audit log. |
Phase 4: Automated Handover and Enhanced Security
The system manages transitions between signers while allowing for optional security layers.
Step 1 – Real-Time Notifications. Once the first signature is captured, the system prepares the next request in the defined sequence.
Step 2 – Applying PIN Verification (Optional). For sensitive or high-value documents, open the next signer’s request record and check the Require PIN checkbox to enable Two-Factor Authentication (2FA).
Step 3 – Sending the Secure Request. Validate the details one last time and click send to move the document to the next participant.
Important: Enable Require PIN before sending the request. The PIN is requested from the signer at the time of signing. |
Phase 5: Final Execution and Identity Validation
The final steps to secure and close the document record.
Step 1 – Identity Verification. If a PIN is required, the final signer will be prompted to click Send Email upon reaching the signing screen to receive their one-time security code.
Step 2 – Secure Entry. The signer retrieves the PIN from their inbox, enters it into the signing interface, and validates their identity.
Step 3 – Finalizing the Document. The signer completes their fields and clicks Accept for the IP/Timestamp consent.
The signing screen, including PIN verification and consent.
The completed document with signed version archived to the record.
Result: The document status is updated to Completed, and a final signed version is archived back to the Salesforce record. |
Quick Reference
| Phase | Key Action | Where |
|---|---|---|
| 1. Initialize | Generate and validate the document | DRTE Editor tab |
| 2. Signer Path | Add signers and drag to sequence | E-Signature Request / Request List |
| 3. Start | Begin Workflow or Send Signature Request | Signature request record |
| 4. Handover | Optionally check Require PIN, then send | Next signer's request record |
| 5. Finalize | Verify PIN, sign, and Accept consent | Signing site |
Key Takeaways
- Documents are generated dynamically from the current record and its related child objects.
- Signing order is controlled by dragging records in the E-Signature Request List.
- PIN verification (2FA) is optional and set per signer request.
- Every signature captures the signer's IP address and GMT timestamp for the audit log.
Knowledge Article Number: KA-00090