---
title: "IntelliSign Process from Document Toolbox"
slug: "intellisign-process-from-document-toolbox-1"
updated: 2026-10-29T17:03:07Z
published: 2026-10-29T17:03:07Z
canonical: "wiki.cobblestonesoftware.com/intellisign-process-from-document-toolbox-1"
---

> ## 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.

# IntelliSign Process from Document Toolbox

![IntelliSign Logo](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/IntelliSign%20-%202023%20-%20Vertical%20-%20transparent.png)

**COBBLESTONE SOFTWARE**

Contract Insight — User Guide

**IntelliSign Process from Document Toolbox**

*Module: Document Collaboration Gateway › IntelliSign › IntelliSign Process from Document Toolbox*

**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

As with IntelliApprove, IntelliSign can be initiated from within document authoring/merge tools rather than only from a record's Actions menu — the same **Mass Process Jobs** and **Merged Documents** administration screens that govern template-driven document generation and its optional routing for signature.

**Mass Process Jobs** merges one document template across many records at once. Choosing the **Merge & Sign** job type routes each generated document for signature. **Merged Documents** lists every document generated from a template, across all records. From there you can open a document, place its signature fields, follow its signing groups, and open its process console.

# 2. Key Elements

- **Mass Process Jobs** (Administration) can merge a template across records and route for signature.
- **Merged Documents** (Administration) reviews documents generated this way.
- **Area tabs** on Mass Process Jobs: **Contracts**, **Counterparty**, **E-Procurement**, **Employees**, **Purchase Orders**, and **Requests**.
- **Job types**: **Merge ONLY**, **Merge & Sign**, and **Merge & Acknowledge**. Use **Merge & Sign** to send the merged documents for signature.
- **+ Add mass process job**: “Creates the job as Pending; participants are chosen next.”
- **Job setup** has two steps: **1 Which records** (the conditions that pick records) and **2 Review and run**. One document is created per matching record.
- **Merged Documents** row actions: **Open**, **Open the source template**, and **Delete**.
- On a merged document: a **SIGNATURE PROCESS RUNNING** badge, a **Signature fields** button, a **Signatures** section (“The groups asked to sign it, and where the process has got to”), and **Open the process console**.

# 3. Navigating to the Document Toolbox

1. From the Contract Insight homepage, click the **Administration** icon at the bottom of the left navigation bar.
2. In the **Search administration** box, type **merge**. You can also scroll to the **Templates & Presentation** category.
3. Click **Mass Process Jobs** (Section 4) or **Merged Documents** (Section 5).

![Administration page filtered to Merged Documents and Mass Process Jobs](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/is-01-admin-search.png)

# 4. Starting IntelliSign with a Mass Process Job

## 4a. Opening Mass Process Jobs

1. Navigate to **Administration → Mass Process Jobs** (see Section 3).
2. Select the tab for the record area, for example **Contracts**.

![Mass Process Jobs list with area tabs, Add mass process job, Merge and Sign job type, and Setup button](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/is-02-mass-process-jobs.png)

Existing jobs are listed with their **Job type**, **Status** (for example **Pending** or **Active / In Process**), source template, and **Reply to** employee. Click **Setup** on a row to continue an existing job.

## 4b. Adding a Merge & Sign Job

1. Click **+ Add mass process job** to expand the form.
2. Select the **Template** to merge.
3. Set **Job type** to **Merge & Sign**.
4. Review the **Job title**. It defaults to the template name. Optionally add a **Job description**.
5. Select the **Reply-to employee** and choose whether to **Display terms** (**No** or **Yes**).
6. Click **Create and continue setup**. The job is created as **Pending**, and its participants are chosen next.

![Add mass process job form with Template, Job type, Job title, Job description, Reply-to employee, Display terms, and Create and continue setup](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/is-03-add-job.png)

## 4c. Choosing Records and Running the Job

1. On the Mass Process Jobs list, click **Setup** on the job's row.
2. Check the job summary at the top: **Job**, **Area**, **Template**, **Type**, and **Status**.
3. Under **1 Which records**, choose whether records must match **ALL** or **ANY** of the conditions. Click **+ Condition** to add a field, operator, and value, or **+ Group** to nest conditions. Leave the conditions empty to include every record in the area.
4. Click **Save rules**. The **matching** count updates to show how many records the job will use.
5. Under **2 Review and run**, check the summary (one document is created per record), then click **Run this job**.

![Mass process job setup with job summary, Match, Condition, Group, Save rules, and Run this job](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/is-04-job-setup.png)

**Note:** **Run this job** stays unavailable until at least one record matches the conditions. For a **Merge & Sign** job, the signing participants are also chosen during setup.

# 5. Reviewing Merged Documents and Their Signatures

## 5a. Finding a Merged Document

1. Navigate to **Administration → Merged Documents** (see Section 3).
2. Narrow the list with the **All record types** drop-down or the **Search** box.
3. Click **Open** on the document's row. Click the **Open the source template** icon to view the template the document came from.

![Merged Documents list with record type filter, Search, Open button, and Open the source template icon](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/is-05-merged-documents.png)

## 5b. Checking Signature Status

1. On the merged document page, check the badges next to the title. **SIGNATURE PROCESS RUNNING** means the document is out for signature.
2. While a signature process is running, the document is locked: “This document is out for signature right now, so it can't be changed.”
3. Click **Signature fields** to work with where participants sign on the document.
4. Click **Signatures** to expand the section.

![Merged document page with Signature Process Running badge, Signature fields button, lock notice, and Signatures section](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/is-06-merged-doc-detail.png)

1. Review **Signing groups**: each group, its order, its participants, and where it came from. Groups are editable until the process starts. Use **Add group** to add one before then.
2. Check the progress line, for example **ACTIVE** · 0 of 1 signed. If it is your turn to sign, click **Sign now**.
3. Click **Open the process console** to see the process's comments and full history.

![Signatures section with Signing groups, Add group, progress line, Sign now, and Open the process console](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/is-07-signatures-section.png)

# 6. Quick Reference Summary

| Task | How to Complete It |
| --- | --- |
| Open the document toolbox | **Administration** → search **merge** → **Mass Process Jobs** or **Merged Documents**. |
| Create a Merge & Sign job | Mass Process Jobs → area tab → **+ Add mass process job** → **Template** → **Job type: Merge & Sign** → **Create and continue setup**. |
| Choose records and run a job | Job row → **Setup** → **+ Condition** / **+ Group** → **Save rules** → **Run this job**. |
| Find a generated document | Merged Documents → filter or **Search** → **Open**. |
| Check signing progress | Merged document → **Signatures** section. |
| Place signature fields | Merged document → **Signature fields**. |
| See comments and full history | Signatures section → **Open the process console**. |