Manage a Signing Workflow with DiliTrust Sign

This article guides you through the full signing workflow in DiliTrust Sign — from launching a signature request to receiving the completed, signed version. It covers all actions available to the sender of a signing request.

⚠️ Before you start

• Your document must be ready to sign — no further edits are possible once the request is sent
• You will need the full name and email address of each signatory
• For SMS identification, you will also need each signatory's mobile number
• DiliTrust Sign operates at the SES level. If your document requires AES or QES, use a third-party provider via the e-Signature hub

Launch a signature request

Open the document you want to send for signature, then click Send or sign. This button is available:

• at the top right of the document view, or
• from the Workflow side panel, under Start a new workflow

The Set your signature process wizard then guides you through 4 steps.

1️⃣ Step 1 — Your signatories

Define who needs to act on the document. For each signatory, provide:

• Full name (required)
• Email (required)
• Identification check— choose how the signatory's identity is verified:
  • Disabled (default) — the signatory accesses the document though the secure link received by email
  • SMS — the signatory receives a one-time code by SMS before signing. Select the country code and enter the mobile number

You can also:

• Add a recipient in copy (CC) — click "Person in copy" and enter their full name and email. Recipients in copy receive the document but are not required to sign
• Add more signatories — add as many signatories as needed and reorder them
• Set the signing order — enable the "Signatories sign one after the other" toggle if signatories must sign sequentially. When disabled, all signatories are notified at the same time

Click Next.

2️⃣ Step 2 — Signatures areas

Position the signature areas on the document.

1. Select a signatory from the dropdown at the top left
2. Place their Signature area on the document
3. Repeat for each signatory

Click Next.

3️⃣ Step 3 — Your message

Customise the email your signatories will receive.

• Language — the language of the notification email
• Subject — pre-filled with the document name followed by "to sign". You can edit it
• Message — required. Add a note giving context or instructions to your signatories

The List of signatories panel on the right recaps who will receive the email. The Next button stays inactive until a message has been entered.

4️⃣ Step 4 — Send

A final recap displays the signatories in their signing order, under Sign in this order. Use the pencil icon to make a last correction, or Go back to review the previous steps.

Click Send. Each signatory receives an email notification with a secure link to their signing request.

⚠️ Once sent, the document is locked and cannot be modified.

→ See the dedicated article to learn how to sign a document with DiliTrust Sign.

Track your envelope

After sending, monitor the status of your signing request from the envelope dashboard:

↩️ Withdraw a signing request

As long as an envelope is still pending, you can withdraw the signing request from Tools > Signature tracking. Once withdrawn, the request is cancelled and signatories can no longer open or sign the document.

✅ When the workflow is complete

Once all signatories have completed their action, DiliTrust Sign generates a Certificate of Completion — the legal audit trail of the signing workflow. It includes:

• The identity and email of each signatory
• The date and time of each action (sent, viewed, signed)
• The identification method used
• The IP address and device of each signatory
• The digital fingerprint of the document

The signed document and the Certificate of Completion are stored in DiliTrust and accessible from the envelope dashboard.

→ Learn more about the Audit Trail & Signature Traceability.