The Sign step allows you to collect signatures from one or more individuals within a workflow session. It is used to determine which document requires a signature, set the signing sequence (sequential or simultaneous), and configure delivery settings for each signer.

All signature fields - such as signature boxes, initials, text fields, and other signer-assigned elements - must be added and configured directly in the Document step. This ensures each field is placed correctly and assigned to the appropriate signer.

For instructions on working with signature fields, see: Working with Document Steps

How the Sign Step Works

1. Add the Sign Step to Your Workflow

After adding a Document step that generates or uploads your file, add a Sign step to configure how the document will be signed.

The Sign step allows you to:

• Select which document will be signed
• Determine the signing order
• Configure delivery and expiration settings for signers

2. Select the Document and Set Output Details

Choose the document produced by a previous Document step, then set its output details:

• Document name - rename the document so signers see a clear, descriptive title.
• Settings:
  • Add due date - set a date by which signatures must be completed.
  • Collect signer name - prompts the signer to enter their name before they open the signature. This is optional; the signer does not have to fill it in to continue.
  • Allow reassignment - lets a signer delegate the request to someone else.
  • Allow declining - lets a recipient decline instead of signing.

Choose the Signing Order and Assign Signers

Choose the signing order

• Sequential - each assignee gets the task in the order set here, one after another.
• Simultaneous - everyone gets the task at once.

The option to choose sequential or simultaneous is only available when you have more than one signer.

Assign signers

The number of signers is determined by the signature fields placed in the Document step. Each signature field becomes a signer label in the Sign step. A document with one signature block gives you one signer label; a document with two signature blocks gives you two, and each is configured independently.

Signer label identifies who a signature belongs to (for example, "Registrant"). For each signer label you choose an Assign via method and an Authentication option.

Assign via - how you reach the signer

• From previous step - the signer signs in person, in the same session immediately after the previous step. This is how single-signer in-person signing works now (it replaces the old In-person contact type).
• With [signer] (for example, With Registrant) - only appears when there is more than one signer. It lets a later signer sign in person, in the same session, alongside an earlier signer.
• Streamline user - search for and select a specific Streamline user, or a Streamline group, on the account.
• Email - type an email address, or map an email field collected earlier in the workflow so the signer is set dynamically at run time (a "variable" assignee).
• Phone number - type a phone number, or map a phone-number field from a previous step to set it dynamically.

In-person signing

Use From previous step for a single signer so they sign in the same session right after the previous step.

When there is more than one signer, choose With [signer] (for example, With Registrant) so a later signer signs in person alongside an earlier signer in the same session.

Send one signer label to more than one person

Select Add assignee to route the same signer label to several people. The request goes to all of them, but only the first person to reach the signature completes it (first come, first served); the others no longer need to act. Assigning a signer label to a Streamline group works the same way - any member of the group can pick it up and complete it.

Multiple signatures on one document

When a document has more than one signature block, each signer label is configured on its own. The methods can be mixed freely: one signature could go to a single individual by email while another goes to a Streamline group, and each can have its own authentication and its own set of assignees. Signing order (sequential or simultaneous) then controls when each signer is asked to sign.

Authentication

Each signer can be set to No authentication or One-time passcode. With one-time passcode, the signer must enter a verification code each time they open the signing link, which adds a layer of identity verification for people who are not already Streamline users.

Tip: You can drag and drop data fields from previous workflow steps listed on the left, such as an email or phone number from a Form step, into the corresponding signer fields to pre-populate signer information.

Customizing the Signature Request Message

Below the assignment settings, you can customize the message that signers receive by Email or SMS:

• From Name - Set the name signers will see in the email "From" field. Choose a name they'll recognize (e.g., your company or department).
• Reply-To Address - Enter the email address where signer replies should be sent.
• CC/BCC - Toggle CC/BCC on to add more email addresses to the message. Enter addresses in the CC and BCC fields.
• Subject Line - Customize the email subject so the signer immediately understands the purpose of the request.
• Message Body - Write the message that appears in the email. This is a great place to add context or instructions for signers.
• Button Label - Customize the label on the call-to-action button that opens the signing session, such as: Review & Sign, Open Document, or Start Signing.

For SMS, you can only customize the Message Body.

When you're finished customizing these settings, click X to save and close the step.

Key Considerations

Keep these things in mind while using the Sign Step:

• The Sign step cannot upload or modify documents
• Signature field configuration must be done in the Document step
• The option to use sequential or simultaneous signing is only available if you have multiple signers.
• A signer label can be sent to multiple people (individuals, or a group via Streamline user search); only one needs to complete it.
• Each signer can require a One-time passcode or use No authentication.

Tips for a Smooth Signing Experience

• Verify signer order before sending requests
• Use sequential signing when approvals must follow a specific flow
• Personalize delivery messages for clarity
• Ensure all signature fields in the Document step are correctly assigned to their signers