Adding Participants and Signature Placeholders
Add Participants and Signature Placeholders
The Add Participants step is the second stage in setting up a Flexi Form Template. This step defines who will sign the document, in what order they will sign, and how each participant's access and signing experience is configured.
In a Flexi Form Template, the document, fields, and signature placeholders are configured during template setup, while field values are provided later when the template is used to initiate a signing transaction.
Adding Participants
Participants can be added in either of the following ways:
Option 1: Add Signatories Click the Add Signatories button at the top of the panel. Use the Search & Add participants bar to find existing users — enter a minimum of 4 characters to search by name or email. Select the user to add them to the workflow.
Option 2: Add External Participant Click the Add external participant button to add a signer who is not an existing user in the system.
Once added, participants appear in the left panel as Signatory 1, Signatory 2, and so on. Each signatory row includes an Assign Signatory option to map a specific user to that slot.
Configure Workflow Type
The Workflow Type toggle is available at the top of the participant list. Select the appropriate signing flow:
Serial — Signatories sign one after another, in the defined order.
Parallel — All signatories can sign simultaneously, irrespective of order.
In-person — Signing is facilitated in a face-to-face setting.
Configuring Settings for Each Signatory
Click on a signatory from the left panel to open their Configure settings panel on the right. Each participant must be configured before you can proceed to the next step.
Role Assign the participant's role in the workflow:
Signer — The participant is required to sign the document.
Reviewer — The participant reviews the document but does not sign.
CC Recipient — The participant receives a copy of the document for information purposes only.
Signatory Settings
Expand the Signatory Settings section to configure the following:
Configure Attachment Profile Select a Profile Name from the dropdown to define the type of attachments the signatory is required to submit as part of the signing process.
Access Controls
Allow to add exceptional users and define access controls — Enable this toggle to permit the addition of users outside the standard participant list and to define custom access rules for this signatory.
Don't Allow to download documents — Enable this toggle to restrict the signatory from downloading the document during the signing process.
Attachment & Comment Visibility A table at the bottom of the settings panel lists all other signatories in the workflow. For each, you can control:
Hide Attachments — Prevent this signatory from viewing attachments submitted by the listed co-signatory.
Hide Comments — Prevent this signatory from viewing comments added by the listed co-signatory.
Once all settings are configured for a signatory, click Save Details to apply the configuration before moving to the next participant.
Key Notes
Each participant must be configured before you can proceed to the Set Signature step.
The workflow type and participant roles defined here are locked into the template structure and will apply each time the template is used for a signing transaction.
In a Flexi Form Template, the document uploaded during setup is the final document — fields and signature placeholders are predefined, and users will fill in values and complete signing when the workflow is initiated.
What Happens Next?
Once all participants are added and configured, click Next to proceed to the Set Signature step, where signature placeholders and field components will be placed on the document and mapped to the respective signatories.
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