Getting a document signed by three or four people shouldn't take two weeks of email follow-ups. With a proper multi-signer workflow, you define the signing order once, and the system handles routing, reminders, and tracking. Here's how to set one up in StackBloom's E-Sign tool.
Why Multi-Signer Workflows Matter
Companies like TechNova and GreenLeaf Consulting have reported cutting document turnaround times by 50% after implementing multi-signer workflows. The improvement comes from two things: automated routing (no one has to manually forward the document) and automated reminders (no one has to chase lagging signers).
The Challenges of Traditional Methods
Let's face it, traditional paper-based methods are riddled with issues. Documents can be misplaced, signatures can be missed, and the process is frustratingly slow. A survey by DocuMinds found that over 70% of businesses experienced delays due to lost or incomplete paperwork. That's where digital solutions like StackBloom's E-Sign come into play.
Setting Up Your Multi-Signer Workflow in StackBloom
So, you've decided you're ready to streamline your signing process. Good for you! Let's dive into the steps to set up a multi-signer workflow using StackBloom.
Step 1: Create Your Document Template
First things first, you need a template. If you're unfamiliar with how to create one, check out our help guide on creating templates. Having a template ready means that you won't waste time formatting every individual document. Plus, consistency is key when you're sending out similar documents regularly.
Step 2: Add Signers and Define Roles
Now, let's get into the nitty-gritty. Add your signers and define their roles. In StackBloom, you can assign signers as "Approver," "Signer," or "Viewer." This flexibility ensures that each participant knows precisely what they're responsible for. For instance, if you're working with a team at BlueWave Innovations, maybe Jane in legal just needs to approve the document, while Tom in sales needs to sign.
| Role | Responsibility |
|---|---|
| Approver | Reviews and approves the document but does not sign |
| Signer | Reviews and provides a legally binding signature |
| Viewer | Can view the document but cannot alter or sign |
Step 3: Set the Signing Order
This is where the magic happens. Setting a clear signing order ensures that the document flows seamlessly from one person to the next. In your document settings, simply drag and drop the signers into the desired sequence. For a typical sales proposal at a company like Bright Futures Inc., you might want the sales manager to sign first, followed by the legal team, and finally, the client.
If you're managing proposals, integrating your document with our Proposals tool can further streamline the process. It allows you to keep everything in one place, reducing the back-and-forth and ensuring nothing gets missed.
Step 4: Customize Notifications and Reminders
Don't underestimate the power of a well-timed reminder. StackBloom allows you to customize notifications at each stage of the signing process. You can set automatic reminders to nudge any lagging signers, ensuring everyone stays on track. According to a study by Signage Solutions, businesses that implement automated reminders see a 30% increase in on-time document completion.
Real-World Example: EcoTech Solutions
Let's consider a real-world example. EcoTech Solutions, a mid-sized environmental consultancy, needed a faster way to handle project approvals. By using StackBloom's E-Sign, they set up a multi-signer workflow that reduced their project kickoff time from two weeks to just three days.
Their secret? They utilized a combination of templates, clear signing orders, and strategic reminders. With their new setup, EcoTech's project managers could track the document's progress in real-time, ensuring deadlines were consistently met.
The EcoTech Workflow Breakdown
- Template Creation: EcoTech created a standard project approval template, saving hours of manual setup.
- Role Assignment: Each project had defined roles—project manager, finance approval, and client sign-off.
- Signing Order: The document moved from internal review to financial approval, then to the client, with automated reminders at each stage.
- Outcome: Project approval time slashed by over 70%.
Final Thoughts
The hardest part of multi-signer workflows is the initial setup: deciding on roles, signing order, and reminder timing. Once that's configured, every future document follows the same pattern automatically. Explore E-Sign here to set up your first workflow -- it genuinely takes about ten minutes.
