How to choose an electronic signature platform for complex signature workflows
What are complex signature workflows?
A complex signature workflow is a digital process in which a document passes through several participants or stages before completion.
A straightforward electronic signature process may involve sending a document to one recipient for signature. More advanced business processes can involve legal reviews, internal approvals, several authorised signatories, external counter-signatures and stakeholders who need visibility of the document’s progress.
A typical contract process could follow this sequence:
- Document created
- Legal review
- Internal approval
- First signature
- Counter-signature
- Final distribution
- Document storage
Each participant has a specific responsibility. A legal specialist may review the document, a manager may approve it, an authorised representative may sign it and an external party may counter-sign it. Other employees may need to follow the process without taking an action.
These workflows are common in areas such as procurement, HR, sales, finance and contract management. They are especially relevant in larger organisations where responsibilities are distributed across departments and approval levels.
The electronic signature platform therefore becomes part of a wider business process. Its capabilities determine how effectively an organisation can coordinate the people, actions and dependencies surrounding a document.
Which capabilities are important for complex signature workflows?
Companies evaluating electronic signature solutions should begin by mapping their existing processes.
For each workflow, identify who participates, what each person needs to do, when they should act and what should happen when an action remains outstanding.
This exercise usually reveals several capabilities that should be examined during the selection process.
| Capability | What to evaluate |
| Workflow roles | Can signers, approvers, reviewers and observers have different responsibilities? |
| Signing order | Can participants act sequentially or in parallel? |
| Approval stages | Can documents be approved before reaching a signatory? |
| Recipient groups | Can responsibility or visibility be assigned to groups? |
| Notifications | Are participants informed automatically when their action is required? |
| Automated reminders | Can outstanding participants receive follow-ups automatically? |
| Escalation rules | Can another action be triggered when deadlines are missed? |
| Status tracking | Can users identify the current stage of a document? |
| Audit trail | Are actions and events recorded throughout the process? |
| Signature levels | Does the platform support the required electronic signature types? |
| Integrations and APIs | Can workflows connect with existing business applications? |
The importance of each capability depends on the organisation. A company processing standard sales agreements may have relatively simple requirements. A regulated enterprise with several internal approval levels may need considerably more control.
The following factors provide a useful framework for comparing solutions.
1. Define the roles within the signature process
One of the first questions to ask is whether the platform can assign different responsibilities to different participants.
Several roles commonly appear in complex processes.
Signers
When several signatures are required, companies should determine whether the platform supports sequential and parallel signing.
Approvers and reviewers
An approval may be required before a document progresses to the signing stage.
For example, a sales agreement could require approval from a sales director when a discount exceeds a defined threshold. A procurement contract might require legal review and budget approval.
Observers and other stakeholders
Some participants require visibility of a document’s progress without having an approval or signature task.
An account manager may need to know when a customer has signed. An HR specialist may need visibility of an employment contract. A project manager may want to follow an agreement involving an external supplier.
2. Evaluate signing order and workflow sequencing
The sequence in which participants act is another important consideration.
Some documents can be sent to several signatories simultaneously. Other processes contain dependencies that require participants to act in a specific order.
Consider a supplier contract requiring:
- Legal approval
- Department head approval
- Managing director signature
- Supplier counter-signature
Each step depends on the previous one being completed.
A platform that supports signing order and sequential workflow stages can automatically control when each participant is invited to act. This reduces manual forwarding and helps ensure that documents reach participants at the appropriate point in the process.
Companies should also consider whether their processes require combinations of sequential and parallel actions. Two internal signatories might be able to sign simultaneously, for example, followed by an external counter-signatory.
3. Examine notification and reminder capabilities
Notifications play an important role in keeping complex signature workflows moving.
Participants should receive clear information when an action becomes their responsibility. For organisations processing large volumes of documents, automated communication can reduce the administrative effort associated with monitoring outstanding tasks.
When comparing electronic signature platforms, consider:
- when notifications are triggered
- which participants receive them
- whether notification settings can be configured
- whether reminders can be scheduled automatically
- whether reminder frequency can be adjusted
- whether administrators or senders can see outstanding actions
4. Consider groups and shared responsibilities
A complex workflow may involve recurring groups of signers and observers.
For example, a legal team may regularly sign standard agreements, while an HR team may need visibility of employment documents. Instead of adding each participant individually every time, organisations can create reusable groups for these recurring workflows.
When evaluating platforms, consider whether signer and observer groups can be created in advance and selected in one click when sending documents for approval and signature.
This can make recurring workflows easier to administer, particularly in larger organisations, shared-service environments and teams with frequently repeated document processes.
5. Check status tracking and auditability
Once several participants become involved, organisations need a clear way to understand where each document is in the process.
A useful platform should provide visibility into questions such as:
- Who has already completed their action?
- Who is currently expected to act?
- Which approvals are still outstanding?
- When were invitations and reminders sent?
- Has a participant declined or rejected an action?
- When was the final document completed?
An audit trail can also record important events throughout the document lifecycle.
This information supports operational monitoring and can be valuable for governance, compliance and internal audits.
Companies should examine the level of detail recorded by each solution and determine how long records remain available.
6. Determine the required electronic signature level
Workflow functionality also needs to align with the legal and compliance requirements surrounding the document.
Electronic signatures can provide different levels of assurance.
In Switzerland, the Federal Act on Electronic Signatures (ZertES) provides the legal framework for electronic signatures and certification services. Depending on the use case, organisations may work with Simple Electronic Signatures (SES), Advanced Electronic Signatures (AES) or Qualified Electronic Signatures (QES).
A Qualified Electronic Signature that meets the applicable ZertES requirements can fulfil statutory written-form requirements in Switzerland under the conditions defined by Swiss law.
Organisations operating in the European Union may also need to consider the eIDAS framework.
Before selecting a platform, companies should classify their main document types and establish which signature level is appropriate for each one. Employment documents, supplier contracts, customer agreements and regulated documents may have different requirements.
This allows workflow capabilities and signature requirements to be evaluated together.
7. Evaluate integrations and automation
Complex signature processes rarely exist in isolation.
Documents may originate in CRM systems, ERP platforms, HR applications, document management systems or custom business applications.
Integrations and APIs can help connect these systems with the electronic signature workflow.
For example, a contract generated in a CRM could automatically enter an approval process, be sent for signature and return to the CRM once completed.
Companies with high document volumes should therefore evaluate:
- available integrations;
- API capabilities;
- authentication options;
- workflow automation possibilities;
- document transfer between systems;
- status synchronisation;
- options for archiving completed documents.
The value of these capabilities increases as signature processes become more frequent and more closely connected with other business operations.
8. Test the workflow from the participant’s perspective
Complexity should also be considered from the user’s perspective.
A technically sophisticated workflow still needs to be understandable for the people participating in it.
During a product evaluation, test the complete process as a sender, approver, signer and external recipient.
Check whether participants understand what action is expected, whether notifications are clear and whether they can complete their tasks without unnecessary steps.
This is particularly important for external signatories. Customers, suppliers and other third parties may have no previous experience with the platform.
A successful implementation combines workflow control with a clear participant experience.
How can DeepSign support complex signature workflows?
After defining the workflow requirements, organisations can assess how DeepSign supports their processes.
DeepSign is designed for multi-stage signing processes involving several participants, internal approvals and external signatories. Its workflow features allow organisations to assign responsibilities and structure the document journey within a single process.
A workflow could include legal and management approval, an internal signature, a customer counter-signature and an account manager who follows the process as an observer.
DeepSign supports this type of setup through:
- Signing order, which controls when each participant receives the document
- Approver roles, which allow internal authorisation before signing
- Observer roles, which provide visibility without assigning an approval or signature task
- Approver and observer groups, which support shared responsibilities across teams
- Automated reminders, which prompt participants when an action remains outstanding
These features can reduce manual coordination and give senders a clearer view of each document’s progress. Organisations should still confirm that the platform’s workflow and escalation options match their specific operational requirements.
Electronic signatures for Swiss and European processes
DeepSign supports SES, AES and QES for use cases under the Swiss ZertES and European eIDAS frameworks.
This allows organisations to consider workflow design and signature level together when selecting a solution for contracts, approvals and other business documents. The appropriate configuration depends on the document type, the participants involved and the legal requirements that apply.
Conclusion
Choosing an electronic signature solution for complex signature workflows starts with a detailed understanding of the process the organisation needs to digitise.
Companies should identify the participants involved, their roles, the required sequence, approval stages, notification requirements, reminder schedules, escalation scenarios, signature levels and integration needs. Status tracking, auditability and the participant experience should also form part of the evaluation.
These requirements create a practical framework for comparing electronic signature platforms on capabilities that have a direct impact on day-to-day processes.
For organisations with Swiss or European signature requirements, DeepSign can be considered within this framework. Features such as signing order, approvers, observers, approver and observer groups, and automated reminders can support multi-stage document processes involving several internal and external participants.
Mapping the workflow first gives organisations a clearer basis for selecting a solution that fits their processes today and can accommodate their requirements as those processes develop.
Frequently asked questions
Which electronic signature solutions are suitable for complex signature workflows?
Solutions for complex signature workflows should support the roles, sequences and automation required by the organisation. Relevant capabilities can include signing order, approval stages, recipient groups, notifications, automated reminders, escalation options, audit trails and integrations. Organisations should map their workflows first and compare providers against these requirements.
What is an approver in an electronic signature workflow?
An approver reviews a document and authorises it to progress to the next stage. The approval can therefore occur before the electronic signature itself. This is useful for internal processes involving legal, financial, management or procurement approval.
Why is signing order important?
Signing order determines the sequence in which participants receive and act on a document. It is particularly useful when a process contains dependencies, such as internal approval followed by an authorised signature and an external counter-signature.
Can several departments participate in the same signature workflow?
Yes. Platforms with appropriate workflow functionality can involve participants from several departments. Roles and groups can help define who approves, signs or follows a document at each stage.
