Cflow Sign – Electronic Signature

1. Overview

Cflow Sign (PDF Signer) is the built-in electronic signature module in Cflow. It enables users to create reusable signing templates, attach PDF documents, assign and validate signer details provided by end users, define signature fields, and send documents for secure electronic signatures – all this without leaving the Cflow platform.

Key capabilities:

• Create and manage signing templates with customizable signer roles
• Upload PDF documents directly into a template
• Place Signature, Date, and Textbox fields on documents visually
• Support both Parallel (all signers at once) and Sequential (one after another) signing modes
• Send signing requests via email with a unique secure link per signer
• Download fully executed (signed) PDF copies after completion
• View all signed documents from the Signed Documents library

2. Accessing Cflow Sign

Cflow Sign is accessible from the left navigation panel in Cflow. Follow these steps to open it:

1. Log in to your Cflow account
2. In the left sidebar, scroll down to the Configuration section.
3. Click Cflow Sign. This opens the Templates page.

3. Creating a Signing Template

A template defines the document, signer roles, and field placements. Templates can be reused; a single template can be sent to different signers multiple times.

To create a new template, click the + New Template button. The template creation wizard has four steps:

Step 1 — Details

After filling in the Details, click Save & Continue to proceed to Step 2.

Step 2 — Documents

Upload one or more PDF files that signers will need to sign.

4. Click the upload area or browse button to open the file picker.
5. Select a PDF file from your computer (only PDF format is supported).
6. The uploaded document will appear in the preview panel on the right.
7. Click Continue to Signers to proceed.

Step 3 — Signers

Define who will be signing the document. Each signer is assigned a Role, and optionally a Name and Email at template creation time (these can also be filled in at the time of sending).

8. Users need to define the signer roles and details. The system validates the provided information (email format, mandatory fields) before processing. (e.g., Supplier)
9. To add more signers, click + Add Signer and enter the role name (e.g., Buyer).
10. Optionally, pre-fill the Name and Email fields for known signers.
11. Select the Signing Mode:
    • Parallel — All signers receive the email at the same time and can sign simultaneously.
    • Sequential — Signers receive the request one after another, in the order listed.
12. Click Save & Continue to Fields to proceed.

Step 4 — Fields

Place signing fields on the document. Fields are role-specific – you assign each field to a particular signer role so that the correct person fills in each area.

13. In the Field Tools panel on the left, select the Signer Role from the dropdown (e.g., Supplier or Buyer).
14. Choose the field type you want to place:
    • Signature – A hand-drawn or typed signature field.
    • Date – An auto-populated or manually entered date field.
    • Textbox – A free-text field (for Name, Title, etc.).
15. Drag the field onto the document preview to position it in the correct location.
16. Repeat for all required signers and fields.
17. Once all fields are placed, click Finish Template.

4. Sending a Document for Signing

Once a template is ready, you can send it to signers at any time. Each send creates a new signing instance (called a Sleeve) linked to the template.

18. From the Templates page, locate the template card (e.g., Supplier Agreement).
19. Click on the template to open its options, then select Send for Signing (or use the action menu on the card).
20. The Prepare Sleeve page opens. Confirm or enter the signer details for each role:
    • Supplier – Name and Email address
    • Buyer – Name and Email address
21. Review the details and click Send for Signing.
22. Each signer receives an email with the subject and body configured in the template, along with a unique secure link to sign the document.

5. Signing the Document (Signer’s View)

This section describes the experience from the signer’s perspective – what happens after they receive the email.

23. The signer opens the email and clicks the signing link. This opens the Sign Document page in a browser (no login required).
24. The signer reviews the full document content.
25. The signer fills in all assigned fields:
    • Signature field – Click to draw or type a signature.
    • Date field – Enter or confirm the signing date.
    • Textbox field – Type Name, Title, or other required text.
26. After completing all fields, the signer clicks Finish Signing (top-right button).
27. A confirmation dialog appears: Document Signed! — Your signature has been recorded successfully.
28. The signer can click Download PDF to save a copy of the signed document.

6. Viewing Signed Documents

All completed (fully signed) documents are stored in the Signed Documents library, accessible from the Cflow Sign section.

29. Navigate to Cflow Sign in the left sidebar.
30. On the Templates page, click the Signed Documents button (top-right, next to + New Template).
31. The Signed Documents page lists all completed signing requests with document name, signers, and completion date.
32. Click any record to view or download the signed PDF.

7. Navigation & UI Reference

8. Tips & Best Practices

Template Design

• Use descriptive Template Names that clearly identify the agreement type (e.g., Vendor NDA, Employee Onboarding Form).
• Set a clear Mail Subject so signers immediately understand what they are being asked to sign.
• Always verify field placements in the Fields step before clicking Finish Template — repositioning fields after the template goes live requires editing the template again.

Signer Configuration

• For recurring partners (e.g., a fixed supplier), pre-fill the signer Name and Email in the template to speed up the send process.
• Use Sequential signing mode when the second signer must review the first signer’s input before signing.
• Use Parallel mode when all parties can sign independently and there is no order dependency.

Field Placement

• Always place a Signature field and a Date field for each signer role to ensure a legally complete signature block.
• Add a Textbox field labelled Name/Title to capture the signer’s designation.
• Color-coded fields per signer role make it easy to review assignments before finalising.

Document Management

• Download a copy of every fully signed document and store it in your document management system as a backup.
• Use the Signed Documents library in Cflow Sign to retrieve any previously executed agreement.

9. Troubleshooting