Adding a Participant to a Signature Group
  • 28 Jan 2025
  • 2 Minutes to read
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Adding a Participant to a Signature Group

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Article summary

Adding a Participant to a Signature Group

E-Signature Flow/Groups: Adding a Participant to a Signature Group

Note: The setup for E-Approval Flow/Group applies only to organizations who have the Document Authoring add-on module.


To add a participant to a signature group, click Actions drop down and select Add Participant


There are three (3) different types of participants that can be added to a Signature Group:
 1. Internal Employees
 2. External Company Contacts
 3. Employee Roles & Groups

For Internal Employees as well as Employee Roles & Groups, you will be required to select the Employee or Group that is being used for this participant.  

The Employee Roles & Groups provides a list of all roles and groups defined through the employee management area of Contract Insight.

The Internal Employees provides a list of all employees defined through the employee management area including two additional items:
1. Assigned Employee/User
    a. This will dynamically assign the primary employee assigned to the contract or solicitation to this participant when the template document package is generated for a contract or solicitation.

2. Assigned Employee/User’s Manager
    a. This will dynamically assign the manager of the primary employee assigned to the contract or solicitation to this participant when the template document package is generated for a contract or solicitation.

Note: External Company Contacts cannot be specifically selected at this point, because we are only setting up a template, and therefore do not know what vendors/customers are going to be assigned to the contract and/or solicitation. These participant entries get saved as saying [Assign on Merge] for the name of the participant.


All three types of participants must have a title provided as well as specifying if the participant is locked. Is Locked specifies if the participant can be removed on a generated document from this template.

Note: If adding a reason, that reason displays on the signing portal.

Reason text highlighted to show where the Reason text is pulled when signing the file.Signed document showing appended reason to the signature.


Once all the information is provided, click Save Participant.


Signature Group Rules & Conditions

Each signature group can have specific rules and conditions defined to determine when the group actually gets rolled onto a generated document package. To begin working with the rules & conditions for a signature group, click Actions and then select Group Rules



Clicking Rules pops-up a window for managing rules & conditions for a signature group.

Rules that can be configured for a Signature Group.
To better understand how to use the filters/conditions functionality, lets breakdown the components. In the picture below each of the components of the filtering control are numbered:

Filter controls identified in the screenshot and used below.

1. And/Or Selector: Used to determine if a new expression is being added as an AND or OR condition

2. Add New Filter Expression: Adds a new filter expression to the list of conditions (takes into consideration the And/Or Selector)

3. Add Expression Group: Adds a new sub-grouping of expressions to be used in complex conditions (takes into consideration the 'And/Or Selector' between groups)

4. Remove Filter Item: Removes the filter/condition from the list of applied filters and conditions

Once the necessary conditions have been defined, click Save Rules & Conditions.

Note: The rules and conditions at the signature group level are a second-tier condition. This means that these rules and conditions are only checked or verified if the first-tier conditions are validated. The first-tier conditions are specified in the Rules & Conditions button the menu (That page is for specifying the rules and conditions for when a template is available to be generated).

Quick Copy of a Signature Group
To quickly copy the setup of a signature group locate the Actions drop-down box and click Copy Group



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