---
title: "E-Signature Flow/Groups Overview"
slug: "e-signature-flow-groups-overview"
updated: 2026-10-29T17:01:15Z
published: 2026-10-29T17:01:15Z
canonical: "wiki.cobblestonesoftware.com/e-signature-flow-groups-overview"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://wiki.cobblestonesoftware.com/llms.txt
> Use this file to discover all available pages before exploring further.

# E-Signature Flow/Groups Overview

**COBBLESTONE SOFTWARE**

Contract Insight — User Guide

**E-Signature Flow/Groups Overview**

*Document Templates Management › E-Signature Flow/Groups › E-Signature Flow/Groups Overview*

**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

Every signature process has a **console** that reports its flow at a glance. The summary row shows the process **STATUS**, how many signing **GROUPS** are finalized (for example, “0 of 2 finalized”), the number of **PARTICIPANTS**, the number of **FILES**, and when and by whom it was **CREATED**. Badges such as **SECURE PIN**, **MASS SIGN**, or IntelliApprove flag special handling on that specific process. Below the summary, **Groups and participants** lists each signing group in order, so you can see where the flow has got to before drilling into individual participants.

# 2. Key Elements

- **Negotiation Processes** (Approvals & Signatures menu) lists every approval and signature process, with an **Open console** button on each row.
- Console summary: **STATUS**, **GROUPS** finalized, **PARTICIPANTS**, **FILES**, and **CREATED**.
- Badges (for example, **SECURE PIN** and **MASS SIGN**) flag special handling on that process.
- **Groups and participants** shows each signing group in order, its state (*current group* or *finalized*), and each participant’s status.
- Console controls: **Open record**, **Signature receipt**, **Place fields**, **Pause**, **End process**, and **Finalize**.
- **Files in this process** lists the documents being signed, with type, versions, and check-out status.

# 3. Navigating to a Signature Process Console

1. From the Contract Insight homepage, click the **Approvals & Signatures** icon in the left navigation bar.
2. Select **Negotiation Processes**.

![Approvals and Signatures menu with Negotiation Processes highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/es01-approvals-signatures-menu.png)

1. To narrow the list, set the type filter to **Signatures only**, choose a status (for example, **Active**), or use **Search**. Leave **Started only** checked to hide processes that have not been sent.
2. Click **Open console** on the process’s row.

![Negotiation Processes list filtered to signatures with Open console](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/es02-negotiation-processes-list.png)

# 4. Reading the Console Summary

The top of the console summarizes the signature flow:

| Field | What It Shows |
| --- | --- |
| STATUS | The process state, such as **Active** or **Process Completed**. A banner above the summary repeats it (for example, “This process is currently in process.”). |
| GROUPS | How many signing groups are finalized out of the total (for example, “0 of 1 finalized”). |
| PARTICIPANTS | The number of people, contacts, or roles asked to sign. |
| FILES | The number of documents in the process. |
| CREATED | When the process was created, and by whom. |
| Badges | Special handling on this process, such as **SECURE PIN** (signers must enter a PIN) or **MASS SIGN**. |

![Active signature process console with summary, badges, groups and controls](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/es03-console-active.png)

# 5. Working with Signing Groups and Participants

Signing groups are worked in order. The group being signed now is labeled **current group**; earlier groups show **finalized** with a date. Each participant row shows a status such as **In Process** or **Approved**, the participant’s role, and when they were notified or acted.

- **Add participant** adds someone to that group.
- **Resend** re-sends the invitation to the whole group (running processes only).
- Participant row icons: **Re-send this invitation** (bell), **Replace this participant** (people), and **Remove this participant** (trash).

When every group is finalized, the banner reads “This process is completed/finalized,” and the **GROUPS** count shows all groups finalized (for example, “2 of 2 finalized”).

![Completed signature process console with all groups finalized](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/es04-console-completed.png)

# 6. Controlling a Running Process

Use the buttons at the top right of the console:

- **Open record** (document icon) opens the record the process belongs to.
- **Signature receipt** (person icon) shows who signed what, and when.
- **Place fields** (list icon) pre-defines where each participant signs.
- **Pause** pauses or resumes a running process.
- **End process** cancels a running process.
- **Finalize** completes the process. It is available only once every group is finalized.

**Note:** Pause, End process, and Resend are disabled on processes that are already completed or cancelled.

# 7. Setting Up a Signature Flow on a Document

## 7a. Reviewing the Signing Groups

1. Open the record, select the **Attachments & Templates** tab, and click **Signatures** on the saved document. Administrators can also open the document from **Administration → Merged Documents** and expand **Signatures**.
2. Review the **Signing groups**: who is asked, and in what order. Groups come from the template and can be edited until the process starts.
3. Use **Edit** on a group to change it, or **Add group** to add another.
4. Click **Set up signature process**.

![Document Signatures section with signing groups, Add group and Set up signature process](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/es05-document-signing-groups.png)

## 7b. Creating the Process

1. On the **New signature process** page, confirm the **Name of this process** and optionally add a **Description** (shown in the email participants receive).
2. Choose who **Replies go to**. This person receives every alert about the process.
3. Set **How they sign**, **Where they sign**, and **How the signed files come back**.
4. Click **Create process**. Nothing is sent yet.

![New signature process form](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/es06-new-signature-process.png)

## 7c. Finishing Setup and Starting the Process

1. On the setup page, review each item flagged by the status badge (for example, **NOT READY - REVIEW EACH ITEM BELOW**): documents, employees and company contacts to tell, and signing groups.
2. If **Where they sign** is set to **Only where fields have been placed**, click **Signature fields** to place them.
3. Adjust the **Process settings** if needed and click **Save settings**.
4. Click **Start process**. The process then appears on the Negotiation Processes list, and its console tracks progress (see Sections 4–6).

![Signature process setup page with Signature fields and Start process](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/es07-process-setup.png)

# 8. Quick Reference Summary

| Task | How to Complete It |
| --- | --- |
| Open the process list | Approvals & Signatures → Negotiation Processes. |
| Show only signature processes | Negotiation Processes → type filter → Signatures only. |
| Open a process console | Open console on the process’s row. |
| Check how far a flow has got | Console summary → STATUS and GROUPS (x of y finalized). |
| See whether a Secure PIN applies | Console summary → SECURE PIN badge. |
| Re-send an invitation | Resend on the group, or the bell icon on a participant. |
| Add or replace a signer | Add participant on the group, or the Replace icon on a participant. |
| See who signed and when | Signature receipt icon at the top of the console. |
| Pause, cancel, or complete a process | Pause, End process, or Finalize at the top of the console. |
| Start a new signature flow | Record → Attachments & Templates → Signatures → Set up signature process → Create process → Start process. |