COBBLESTONE SOFTWARE

Contract Insight — User Guide

Adding a Participant to a Signature Group

Document Templates Management › E-Signature Flow/Groups › Adding a Participant to a Signature Group

Note: Each procedure in this guide begins at the Contract Insight homepage, so any section can be followed on its own. Custom fields are configurable, so the exact field list on a contract category record may vary between environments.

1. Overview

Adding a participant to a signature group ties a specific signer to one step of a signature process — the same mechanism used for approval-group participants. Each participant has a name, a source (Employees, Roles & Groups, or Vendor/Customer Contacts), and a title for that signing step. Participants can be added in three places: on the template's signature steps (so every generated document starts with them, marked FROM TEMPLATE), on a single generated document before its signature process starts, or in the process console while the signature process is running.

2. Key Elements

• Signer button — on each step of a template's Who signs, and in what order list (Approvals & signing step, E-Signatures tab).
• Signer fields — Signer source, Signer, Title (unique per template; the signature field binds to it), Reason, and Locked (can't be removed from a generated document).
• FROM TEMPLATE participants — pre-configured on the template and copied onto each generated document.
• Document signing groups — on a generated document, participants can be added or changed until the signature process starts.
• Process console — while a signature process is running, Add participant on a group invites an External, Employee, or Company contact participant right away.

3. Adding a Signer to a Template's Signature Step

1. From the Contract Insight homepage, click the Administration icon at the bottom of the left navigation bar, then click Document Templates.
2. Click Open on the template, click step 3 Approvals & signing, and select the E-Signatures tab.
3. Under Who signs, and in what order, find the step (or click Add step to create one). Existing signers are listed with their Title, Source, Signer, and Reason.
4. Click Signer on the step.

5. In the Add a signer form, choose the Signer source: Employees, Roles & Groups, or Vendor/Customer Contacts.
6. Select the Signer (for example, Assigned Employee/User).
7. Enter a Title. It must be unique on the template, and the signature field in the document binds to it.
8. Optional: enter a Reason (for example, Please review and e-sign this agreement).
9. Leave Locked checked if the signer can't be removed from a generated document.
10. Click Add signer, or Cancel to close without saving.

4. Adding a Participant on a Generated Document

Signing groups copied from the template can be adjusted on a single document until its signature process starts.

1. From the Contract Insight homepage, click Administration → Merged Documents, and click Open on the document. (You can also open the document package from its record.)
2. Expand the Signatures section.
3. Under Signing Groups, click the add-participant icon on the group's row.
4. Choose the source (Employees, Roles & Groups, or Vendor/Customer Contacts) and select the person.
5. Enter a Title (unique on this document) and, optionally, the Reason they are signing.
6. Click Add. The participant appears in the group's Participants column. Click Set up signature process when the signing groups are ready.

5. Adding a Participant to a Running Signature Process

1. From the Contract Insight homepage, open Approvals & Signatures → Negotiation Processes and click Open console on the signature process. (You can also click Open the process console from the document's Signatures section.)
2. Under Groups and participants, find the group. The current group is labeled, and each participant shows a status badge such as In Process. Row icons let you re-send the invitation, replace the participant, or remove them.
3. Click Add participant on the group.

4. In Add a participant to [group], choose External participant, Employee participant, or Company contact participant.
5. Enter the Full name and E-mail address (or pick the employee/contact), and optionally why they are being added.
6. Click Add, or Cancel to close without adding.

Note: Participants added to a running group are invited as soon as they are added.

6. Quick Reference Summary