---
title: "Starting an IntelliSign Process"
slug: "starting-an-intellisign-process-1"
updated: 2026-10-29T17:05:25Z
published: 2026-10-29T17:05:25Z
canonical: "wiki.cobblestonesoftware.com/starting-an-intellisign-process-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.

# Starting an IntelliSign Process

![IntelliSign Logo](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/IntelliSign%20-%202023%20-%20Vertical%20-%20transparent(3).png)

**COBBLESTONE SOFTWARE**

Contract Insight — User Guide

**Starting an IntelliSign Process**

*Module: Document Collaboration Gateway › IntelliSign › Starting an IntelliSign Process*

**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

**IntelliSign** is Contract Insight's built-in electronic signature tool. A process is started from the record that holds the document — **Actions → IntelliSign** — and opens on the record's **Negotiation Processes** page, where **+ New signature process** walks you through choosing the document, adding signers, placing signature fields and starting the process. Nothing is sent to signers until you click **Start process**. Once running, the process appears on **Negotiation Processes** as a **Signatures Process** alongside every other signature process, and is tracked through the same console (Status, Groups and participants, Files, Pause / End process / Finalize).

# 2. Key Elements

- **Actions → IntelliSign** (Document Processing group) on a record: opens **Negotiation Processes** filtered to that record's signature processes.
- **+ New signature process**: opens the **Send a document for signature** window — Document from this record, Title, Description, Replies go to and How signatures are placed.
- **Process setup page**: shows a **Not ready** badge until every item is complete. Lists Documents, Employees to tell, Company contacts to tell, Signing groups and Signature fields, with **Process Settings** (How they sign, Where they sign, How the signed files come back) on the right.
- **Signature fields editor**: place **Signature**, **Text** and **Date** fields on the document for each signer, or use **Suggest fields**. Changes save automatically.
- **Start process**: emails the first signing group straight away. This cannot be undone.
- **Process console**: Status, Groups, Participants, Files and Created details, plus **Add participant**, **Resend**, **Pause**, **End process** and **Finalize**.

# 3. Navigating to the Record

1. From the Contract Insight homepage, click the **Requests/Contracts** icon in the left navigation menu.
2. Select **Contracts**.

![Requests/Contracts menu with Contracts highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/01-home-contracts-nav(1).png)

1. Locate the contract that holds the document to be signed (use **Search** if needed) and click **Manage** on its row to open the record.

![Contracts list with Manage button highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/02-contracts-list-manage(3).png)

**Note:** IntelliSign is available from the **Actions** menu of other record types as well (for example Requests or Employees). The steps below are the same once the record is open.

# 4. Starting an IntelliSign Process

## 4a. Opening IntelliSign from the Record

1. On the record, click **Actions** in the top-right corner.
2. Scroll to the **Document Processing** group and click **IntelliSign**.

![Record Actions menu with IntelliSign highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/03-record-actions-intellisign(1).png)

1. The **Negotiation Processes** page opens, showing only this record's processes. Click **+ New signature process**.

![Negotiation Processes page with New signature process button](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/04-negotiation-processes-new(1).png)

## 4b. Choosing the Document

1. In the **Send a document for signature** window, select the **Document from this record** to be signed. The **Title** and **Description** fill in automatically and can be edited.
2. Confirm who **Replies go to**.
3. Choose **How signatures are placed**: **In places you set in advance** or **Anywhere the signer chooses**.
4. Click **Create process**. You'll add the people next — nothing is sent yet.

![Send a document for signature window](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/05-send-document-dialog(1).png)

# 5. Setting Up the Process

## 5a. Reviewing the Process Setup Page

The setup page lists everything the process needs before it goes out. A **Not ready – review each item below** badge is shown until every section is complete, and **Start process** stays disabled until then.

1. Review the **Documents** and **Employees to tell** sections. Use **Search people…** or **Search contacts…** to add anyone else who should be notified.
2. In **Process Settings**, confirm the process name and description, then set:
  - **How they sign**: Electronically, in the system, or On paper (they download, sign and upload it back).
  - **Where they sign**: Only where fields have been placed, or Anywhere on the document.
  - **How the signed files come back**: One attachment per document, or All of them as a single PDF.
3. Click **Save settings** if you changed anything.

![IntelliSign process setup page with Process Settings](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/06-process-setup(1).png)

## 5b. Adding Signers

1. Under **Signing groups**, click **Add participant** in the group (for example, **Document Signers**).
2. Choose the participant type: **External participant**, **Employee participant** or **Company contact participant**.
3. Select or enter the person (for an external participant, enter their full name and e-mail address). Optionally add a reason and turn on **Require a PIN**.
4. Click **Add**. Repeat for each signer.

![Add a participant to Document Signers](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/07-add-participant.png)

1. The signer is listed under the group and the section shows **Validated**. If signatures are placed in advance, click **Place signature fields**.

![Signing group with signer and Place signature fields button](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/08-signing-group-place-fields.png)

## 5c. Placing Signature Fields

1. In the **Signature fields** editor, confirm the signer under **Placing for** (select another signer under **Document Signers** to switch).
2. Click **Signature**, **Text** or **Date**, then click on the document where the field should go. Use the page controls to move between pages, or click **Suggest fields** to have fields suggested for you.
3. Check the counter (for example, **1 placed · 1 outstanding**). Changes save automatically.

![Signature fields editor with a placed signature field](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/09-signature-fields-editor.png)

**Note:** When **Where they sign** is set to **Only where fields have been placed**, at least one signature field must be placed before the process can start.

# 6. Starting the Process

1. Click **Start process** (available on the Signature fields editor and the process setup page once everything is ready).
2. In the **Start this process?** window, click **Start process**. The first group's signers are emailed straight away, and this can't be undone.

![Start this process confirmation window](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/10-start-confirm.png)

1. The process console opens. Review the status details (Status, Groups, Participants, Files, Created) and the **IntelliSign** tag. From here you can:
  - Use **Add participant** or **Resend** on a signing group.
  - Use the header icons to open the record, open the process on the signing portal, view the signature receipt, or place fields.
  - Click **Pause** or **End process** to intervene, or **Finalize** once signing is complete.

![IntelliSign process console](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/11-process-console(1).png)

# 7. Tracking IntelliSign Processes

1. From the Contract Insight homepage, click the **Approvals & Signatures** icon in the left navigation menu and select **Negotiation Processes**.

![Approvals and Signatures menu with Negotiation Processes highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/12-nav-negotiation-processes.png)

1. Use the type and status filters (and **Started only**) to narrow the list. IntelliSign processes are listed with the type **Signature**.
2. Click **Open console** on a row to view and manage that process.

![Negotiation Processes list with Open console button](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/13-negotiation-processes-list.png)

# 8. Quick Reference Summary

| Task | How to Complete It |
| --- | --- |
| Open a contract record | Requests/Contracts → Contracts → **Manage** on the row. |
| Start IntelliSign | Record → **Actions** → **IntelliSign** → **+ New signature process**. |
| Choose the document | Select **Document from this record**, confirm Title, Replies go to and How signatures are placed → **Create process**. |
| Set process options | **Process Settings** → How they sign, Where they sign, How the signed files come back → **Save settings**. |
| Add a signer | Signing groups → **Add participant** → choose type and person → **Add**. |
| Place signature fields | **Place signature fields** → choose Signature, Text or Date → click on the document. |
| Send for signature | **Start process** → confirm **Start process**. |
| Track or manage a process | Approvals & Signatures → Negotiation Processes → **Open console** (Pause, End process, Finalize, Resend). |

![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/starting-an-intellisign-process-image-sj6d4l5d.gif)