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Collect External Signature Block: Send Forms for DocuSign-Style External Sign-Off

📄 Collect External Signature Block: Send Forms for External Sign-Off with Sequenced Signers
 

The Collect External Signature Block allows you to send Ontraccr forms for external signatures—to clients, vendors, or any outside party. This is essential for formal approvals like change orders, estimates, permits, or customer-facing documents. Please note, in order for this workflow step to be activated you must connect your DocuSign account with Ontraccr by navigating over to Settings → Integrations → DocuSign

🖊️ What Is the Collect External Signature Block?

This workflow block:

  • Sends the form for signature via a secure, shareable link
  • Allows for one or multiple signers, in a defined sequence
  • Tracks who signed, when, and in what order
  • Locks form data and embeds signatures into the final PDF

✅ Think of it as Ontraccr's built-in version of DocuSign—with full audit trail

🛠 How to Configure It

  1. In Step 3: Workflow, drag the Collect External Signature Block into your canvas
  2. Connect it to the right step (typically after an Approval block)
  3. Click the block to configure:

⚙️ Signature Settings

1. Email Subject

Customize the:

  • Subject of the email

2. Signer Setup

For each signer, specify:

  • Name
  • Order in the sequence (1st, 2nd, etc.)

🧠 Add multiple signers to require sequenced approval

3. Signature Page Options

  • Add signature blocks to the final page of the PDF
  • Choose whether to show signer name, title, date
  • Display any signer-entered comments

✅ Final signed PDF becomes read-only and archived in the system

✅ What the Signer Sees

  • They receive a secure email link
  • Open a read-only view of the form (PDF-style preview)
  • Add a signature via typed, drawn, or auto-generated method
  • Optional: enter comments before submitting

🔐 Audit Trail

  • Every signature is logged with:
    • Timestamp
    • Signer name + email
    • IP (optional)
  • Timeline shows when each signer completed their step

📤 Where It Shows Up

  • Final PDF has all signatures embedded
  • Status of the form updates to reflect signed/unsigned
  • Timeline includes full signature history
  • Email confirmations go to both sender and signer

🧠 Use Case Examples

FormSignersResult
Change OrderPM → ClientClient receives, signs, triggers cost update
Subcontract AgreementInternal Admin → VendorVendor signs and returns digitally
Quote/EstimateForm Author → CustomerCustomer signs and form is marked as “Approved by Client”
Safety PermitSafety Officer → Project OwnerExternal signature enables next workflow block

📌 Tips & Best Practices

  • 📧 Use dynamic fields for email to avoid hardcoding
  • 🔐 Always use sequential signers when the order matters
  • 🧾 Use signature comment fields for "approved with changes" notes
  • 📄 Add “Signed By” and “Date Signed” to the form for internal visibility

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On This Page
Collect External Signature Block: Send Forms for DocuSign-Style External Sign-Off
📄 Collect External Signature Block: Send Forms for External Sign-Off with Sequenced Signers 
🖊️ What Is the Collect External Signature Block?
🛠 How to Configure It
⚙️ Signature Settings
1. Email Subject
2. Signer Setup
3. Signature Page Options
✅ What the Signer Sees
🔐 Audit Trail
📤 Where It Shows Up
🧠 Use Case Examples
📌 Tips & Best Practices
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