How to send a document for validation / signature?

How to send a contract for validation / signature?

Remember that before sending a contract for validation or signature, the contract must be uploaded on DiliTrust and the summary sheet must be completed.

• Open the contract;
• Go to the end of the summary sheet, then click on Complete summary.
• Then click on the Workflow section that appears next to the Summary button, at the top left of the summary sheet.
• Finally, you can send your document for proofreading (by clicking on Request proofreading), or directly go to the validation / signature step by clicking on Approve and sign.
  To learn more about proofreading, see the dedicated article.

To find out more about the summary sheet and how to complete it, see the dedicated article.

Once in the Workflow section, you can launch a workflow. There are two types of workflows:

• Standard workflow: Standard workflows correspond to workflows built by the administrators of the platform and make it possible to offer the user a workflow corresponding to the specific conditions of his contract.
• Personalized workflow: Only available to a certain type of user, it allows free information to validators and / or signatories without being constrained by standard workflows.

How to launch a standard workflow?

Standard workflows (also called predefined workflows) are workflows defined by the administrators of your platform according to your internal processes and applied according to the information you added in the summary sheet of your contract.

To learn more about standard workflows and how to set them up, see the dedicated article.

If no workflow is available, you will be notified and invited to contact an administrator of your platform.

• Once in the Workflow tab, click on "Send or Sign";
• Among the list of possible workflows, select "Validation and/or Signature"
• Select the desired workflow from the list of possible ones displayed on the left. The details of the workflows are displayed on the right, indicating the predefined validators and signatories.
  In most cases, you will only have one possible option corresponding to the workflow in accordance with your internal processes.
  
  
  
  
• Add a validation and / or signature step, if necessary. You will need to add a signature step to add the signatory of your counterparty, for example.
  You can only add a validation step before those defined in the standard workflow. And on the contrary, it is only possible to add a signature step after those defined in the standard workflow.

• Finally, click on Start the workflow.
  If your workflow includes sending by signature, you will be invited to configure the signature, in particular by affixing the signature zones and by personalizing the sending email for signature.
  To learn more about the configuration when sending a signature, see the dedicated article.

How to launch a personalized workflow?

⚠️ If this option is not offered to you, it means that you do not have a role giving you access to this functionality. To learn more about roles on DiliTrust, see the dedicated article.
You must then favor the use of a predefined workflow or contact your administrator if no workflow corresponds to your need.

The personalized workflow saves you from being constrained by standard workflows, and from launching the tailor-made workflow you need. You will be able to create your workflow from scratch, by informing the validators / signatories when sending.

When you start a custom workflow, you either send the document to:

Validation: You will then be invited to inform the validators and any signatories;

Signature: In this case, no validation is required, and you can directly configure the sending for signature of the contract.

It is possible to save your custom workflow as a standard workflow. 

How to set up your validators / signatories?

In the case of standard workflows, all or some of the validators / signatories are entered, but you can also add them if necessary. And for the custom workflow, you build your workflow from scratch. In these two cases, you are going to inform the validators / signatories.

Set up the validators

⚠️ A validator must have an account on your DiliTrust platform. This is not the case for the signer.

Workflows are broken down into validation steps, which consist of one or more validators. The settings will determine the order of validations and who must / can validate.

To configure the validation workflow, you will:

• Add a user, multiple users or a team: Type the name of the desired user / team, a drop-down list of users / teams corresponding to your search is displayed, then select the desired user / team in the listing.
• Add one or more validation step (s): click Add a validation step. The document must be validated by the user (s) of the stage before moving on to the next.

Depending on your needs, here are the settings to be made:

• Your validators can validate your document in parallel / at the same time, without distinction, and they must all validate it. You can then inform several users about the same validation step and choose the 'Everyone' option.
  In the example below, the validators are notified at the same time and must validate the document.

• Your document must only be validated by one of the validators entered (and not all the validators). You can then inform several users about the same validation step and choose the 'One person' option.
  In the example below, the 3 validators are notified at the same time, but only one of them needs to validate to go to the next step.

• Your validators must validate the document one after the other. The validation of one triggers the sending for validation to the next.
  You must create several validation steps, by clicking on Add a validation step, then indicate the validator (s) for each step.
  The arrows on the right allow you to change the order of the steps.
  In the example below, only the first validator entered in step 1 is notified for document validation. Then as soon as this first validator has validated the document, the second validator is notified, and can validate and so on.

Set up the signatories

A signatory does not need to have an account on your DiliTrust platform to send the signature.
To use the electronic signature, your electronic signature tool (DocuSign, HelloSign, etc.) must have been interconnected with your DiliTrust platform.

To inform one or more signatories:

• Click on Add signing step
• Fill in the First name and Last name of the person signing
• Fill in his email address
• You can add a person in copy if you wish
• If using two-factor authentication by SMS, enter their phone number
• Repeat for each signer of your document 
• Finally, click on Start the workflow.

In the next step, you will then be invited to put the signature zones on your document now or later.

For more details on sending your document for signature, see the dedicated article.

Find below an end-to-end video of the configuration of a personalized workflow :