Sender Workflow Transitions

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.

Phase 1: Document Initialization and Validation

The workflow begins directly within the relevant Salesforce record to ensure data continuity.

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.
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.
3. Data Validation

• 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 default/selected template.

Phase 2: Defining the Signer Path

Configure participant details and establish the logic for the signing sequence.

1. Add Signers Within the editor, click the E-Signature Request button for each necessary participant.
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.

Establish Sequencing Use the E-Signature Request List component to manage the workflow.

• 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.

Phase 3: Automatic Workflow using Begin Workflow

OR Phase 3: Initiating the First Signature Manually

Moving from the draft stage to the live execution of the first request.

1. Final Verification Open the first signature request record in your sequence and review the final PDF output to ensure formatting is preserved.
2. Send Request Click the Send Signature Request button. This triggers an automated email notification to the first signer.
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.
4. Consent and Completion The signer completes any required text fields, applies their signature, and checks the Consent checkbox.

• Note: This 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.

1. Real-Time Notifications Once the first signature is captured, the system prepares the next request in the defined sequence.
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).
3. Sending the Secure Request Validate the details one last time and click send to move the document to the next participant.

Phase 5: Final Execution and Identity Validation

The final steps to secure and close the document record.

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.
2. Secure Entry The signer retrieves the PIN from their inbox, enters it into the signing interface, and validates their identity.
3. Finalizing the Document The signer completes their fields and clicks Accept for the IP/Timestamp consent.

Result: The document status is updated to Completed, and a final signed version is archived back to the Salesforce record.