Overview

The Multi-Signer (MS) feature empowers users to create forms that require multiple digital signatures. Docomotion supports two signing modes:

  • Sequential Mode: Recipients sign the document one after the other in a predefined chain. This supports up to 10 recipients and is ideal for rigid multi-step approval processes.

  • Parallel Mode (from version 24): The document is sent to an entire group at the same time (such as a Contact related list). Recipients can sign simultaneously in any order they choose, with no strict sequence required.

Activate the Multi-Signer Feature

Before using this feature, an administrator must enable it in Salesforce:

  1. Navigate to the Docomotion System Settings page.

  2. Enable the feature by checking the Activate checkbox under the Multi-Signer section.

  3. Choose where the final signed document is saved using the Location to save document dropdown. Options include:

    • MS Signature: Saves the file directly to the master Multi-Step Signature record.

    • MS Signature + Parent: Saves the file to both the signature record and the parent record (e.g., the Account).

    • Last Signature + Parent: Saves the file to the last signer’s record and the parent record.

  4. (Optional) Check the Keep a PDF of each step box if you want Docomotion to save separate, standalone PDFs of the document after each individual signature is submitted.

Step 1: Create a Multi-Signer Form

To initiate a Multi-Signer process, configure your form record as follows:

  1. Create a new Form or edit an existing one.

  2. Choose Process Type: Set the Process Type picklist to Multi Step Process.

  3. Select Signing Mode: Locate the Signing Mode picklist and choose either Sequential or Parallel.

  4. Add Interactive Collection: Add an existing interactive collection or create a new one. (Optional: For Sequential mode, check the “Can Edit next step Fields” box if you want a signer to be able to edit fields meant for the next recipient in line).

Step 2: Define Recipients

How you configure recipients depends on the signing mode you selected in Step 1:

For Sequential Mode (Recipient Chain)

Manually construct a step-by-step chain under the Step Signatures section by clicking New Step Signature for each recipient. Add details using:

  • A Lookup field from the Main Object.

  • A Text field from the Main Object.

  • A Free Email (a static, manually typed address).

For Parallel Mode (Related List Mapping)

Instead of creating rigid item-by-item steps, you can dynamically target a whole group:

  • Under the Step Signatures section, use the new setup functionality to map a Related List (for example, the Account Contacts list).

  • Docomotion will automatically generate a unique signature routing link for every contact found within that related list.


Step 3: Design the Multi-Signer Form

Open the Designer Client to layout your document:

  • Each signing step or mapped recipient corresponds to rows within your signature block.

  • Interactive Collection Fields: Place your signature elements inside the designated Interactive Collection container.

  • Visual Indicator: In the Designer, the collection container will display a blue tint. This visual cue indicates it is a dynamically repeating related list block. It will automatically expand or shrink at generation time to fit the exact number of contacts found in your Salesforce related list.

Step 4: Generating and Sending the Form

  1. On your primary Salesforce record, click the Lightning Generate Document button to open the generation screen.

  2. Select your Multi-Signer form.

  3. Ensure the output channel is set to Link (HTML/Link output is required to handle live interactive signature tracking).

  4. Review the mapped recipients under the Email Configuration section. If necessary, you can modify individual recipient email addresses on the fly before generating.

  5. Click Generate.

Step 5: Tracking and Signing Progress

Once generated, Docomotion automatically creates a master Multi-Step Signature Record dashboard in Salesforce to monitor live progress:

  • Tracking Dashboard: From this record, you can instantly see the overall status (Pending, In Progress, Completed), check if any signature links have expired, and see exactly how many people have signed so far.

  • Signing: Docomotion automatically emails out the signature links to the recipients. When a recipient clicks their link, the document loads with real-time Salesforce data. They scroll down to the signature table, apply their digital signature, and click Submit.

  • Real-Time Updates: As soon as a user signs, the status updates back in Salesforce instantly. Once the final signature is collected, the master record automatically transitions to Completed, and the fully signed final PDF is compiled and attached based on your System Settings.

Important Considerations

  • Interactive Tracking: The master Multi-Signer Signature record acts as a child related list to your originating parent object, keeping all tracking clean and auditable.

  • Dynamic Generation: In Parallel Mode, your signature tables inside the document generate lines dynamically based on your live Salesforce data. You don’t need to manually redesign the form if an account has 2 contacts instead of 3.

  • Data Tag Logic: Docomotion automatically generates a hidden repository tag named Active Step Number. You can leverage this data tag in your document scripts or containers to build advanced conditional formatting rules based on which signer is currently interacting with the document.

  • Process Completion: In both sequential and parallel modes, every recipient must sign the document before the entire process is marked as completed.

  • Signer Limit: Docomotion supports a maximum of 10 signers per document workflow, applying to both sequential and parallel signing modes.