---
title: "E-Signature Processing"
slug: "e-signature-processing-3"
updated: 2026-10-29T17:01:15Z
published: 2026-10-29T17:01:15Z
canonical: "wiki.cobblestonesoftware.com/e-signature-processing-3"
---

> ## 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 Processing

**COBBLESTONE SOFTWARE**

Contract Insight — User Guide

**E-Signature Processing**

*Document Templates Management › Managing Generated Document E-Approvals & E-Signatures › E-Signature Processing*

**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 e-signature process in Contract Insight is monitored and managed from its **console**. A signature process's console follows the same pattern as an approval process's — a status summary showing **Status**, **Groups** finalized, **Participants**, **Files**, and **Created**, with **Pause**, **End process**, and **Finalize** controls. You reach the console from **Approvals & Signatures → Negotiation Processes**, or from a record's **Actions → Signature Processes**.

# 2. Key Elements

- **Negotiation Processes list:** every approval and signature process, filterable by type (**Signatures only**), status, and **Started only**. Columns include Process, Type, Status, Record, Template, Groups, Progress, Created by, and Updated. Each row has an **Open console** button.
- **Console header:** icon buttons to **Open record**, view the **Signature receipt** (who signed what, and when), and **Place fields** (pre-define where each participant signs), plus the **Pause**, **End process**, and **Finalize** controls.
- **Status summary:** Status, Groups (for example, “0 of 1 finalized”), Participants, Files, and Created date/author. Badges such as **MASS SIGN** and **SECURE PIN** show the process's signing options.
- **Groups and participants:** each signing group in order, with the **current group** flagged. Each group offers **+ Add participant** and **Resend**; each participant row shows their status and offers **Re-send this invitation**, **Replace this participant**, and **Remove this participant**.
- **Files in this process:** the documents being signed, with File, Type, Description, Versions, Checked out to, and Flags.

# 3. Navigating to Signature Processes

## 3a. From Negotiation Processes

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/esig-01-approvals-signatures-menu.png)

1. In the type filter, select **Signatures only**. Optionally filter by status (for example, **Active**) or use the **Search** box.
2. Click **Open console** on the process's row.

![Negotiation Processes list filtered to Signatures only with Open console button](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/esig-02-negotiation-processes-signatures.png)

**Note:** **Started only** is checked by default. Clear it to also see processes that haven't started yet.

## 3b. From a Record's Actions Menu

1. Open the record (for example, a contract) that the signature process belongs to.
2. Click **Actions** in the record header.
3. Under **Document Processing**, select **Signature Processes**.

![Record Actions menu with Signature Processes highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/esig-06-record-actions-signature-processes.png)

1. The Negotiation Processes page opens showing only that record's signature processes. Click **Open console** on the process you want to manage. Use **Open record** to return to the record, or **Show all processes** to remove the record filter.

![Negotiation Processes filtered to one record's signature processes](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/esig-07-record-signature-processes.png)

# 4. Using the Signature Process Console

The console opens with the process name, its type and record, and a status message (for example, “This process is currently in process”).

1. Review the status summary: **Status**, **Groups** finalized, **Participants**, **Files**, and **Created**.
2. Use the header icons to **Open record** (first icon), view the **Signature receipt** (second icon), or **Place fields** (third icon; see Section 6).
3. Use **Pause**, **End process**, or **Finalize** to intervene in the running process (see Section 7).

![Signature process console with header controls and status summary highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/esig-03-signature-console.png)

# 5. Managing Groups and Participants

The **Groups and participants** section lists each signing group in order. The active group is labeled **current group**, and each participant shows a status such as **In Process** or **Approved**.

- Click **Resend** on a group to re-send notifications to everyone in that group.
- On a participant's row, use the bell icon to **Re-send this invitation**, the people icon to **Replace this participant**, or the trash icon to **Remove this participant**.

![Groups and participants section with Add participant, Resend, and participant actions highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/esig-04-groups-participants.png)

## 5a. Adding a Participant

1. Click **+ Add participant** on the group.
2. Select the participant type: **External participant**, **Employee participant**, or **Company contact participant**.
3. Enter the **Full name** and **E-mail address** (for an external participant), and optionally **Why are they being added?**
4. Click **Add**, or **Cancel** to close the form.

![Add a participant form](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/esig-05-add-participant.png)

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

# 6. Placing Signature Fields

1. In the console header, click the **Place fields** icon. The **Signature fields** page opens.
2. Under **Document Signers**, select the participant you're placing fields for. The selection appears under **Placing for**.
3. Click **Signature**, **Text**, or **Date**, then place the field on the document.
4. Optionally click **Suggest fields** to have fields suggested automatically.
5. Track progress in the placed/outstanding counter above the document. Changes save automatically (“All changes saved”).

![Signature fields page with field types, participant, and Suggest fields highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/esig-09-place-signature-fields.png)

**Note:** Until you place the first field, signers can sign anywhere on the document.

# 7. Pausing, Ending, or Finalizing a Process

Use the controls in the console header (see the screenshot in Section 4):

- **Pause:** temporarily stops the process.
- **End process:** stops the process before it completes.
- **Finalize:** completes the process. It's available only after every group is finalized; until then, hovering over it shows how many groups are finalized (for example, “0 of 1 are”).

# 8. Reviewing a Completed Process

When every group has signed, the console shows “This process is completed/finalized.” The status summary reads **Process Completed** with all groups finalized, each group shows its **finalized** date, and each participant shows **Approved**. The Pause, End process, and Finalize controls are disabled.

![Completed signature process console](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/esig-08-completed-process.png)

# 9. Quick Reference Summary

| Task | How to Complete It |
| --- | --- |
| Find all signature processes | Approvals & Signatures → Negotiation Processes → filter to Signatures only. |
| Find a record's signature processes | Open the record → Actions → Signature Processes. |
| Open a process's console | Click Open console on the process's row. |
| Add a participant | Console → + Add participant on the group → choose type, enter details → Add. |
| Re-send invitations | Console → Resend on the group, or the bell icon on a participant's row. |
| Replace or remove a participant | Console → people icon (replace) or trash icon (remove) on the participant's row. |
| Place signature fields | Console → Place fields icon → select participant → Signature, Text, or Date. |
| View the signature receipt | Console → Signature receipt icon. |
| Pause, end, or finalize a process | Console → Pause, End process, or Finalize. |