Signing Order

What is Signing Order?

Signing order transforms a static distribution into a dynamic and governed workflow. By assigning recipients a numerical routing order (e.g., 1, 2, 3), the sender can control the document's path through an organization.

The feature enables two primary types of routing:

• Sequential Workflow: Recipient 1 must sign before recipient 2 receives an email notification. This is essential when a manager or legal counsel must approve an agreement before it is presented to a client.
• Parallel Signing: If multiple recipients are assigned the same number (e.g., both are set to "2"), they receive the document simultaneously after the previous step (e.g., step 1) is completed.

A document is not considered finalized or legally binding until all parties in the designated order have completed their specific actions. If one party in the chain declines to sign, the workflow is automatically halted, preventing invalid or incomplete agreements from circulating further.

Why Signing Order Matters (Facts & Benefits)

Implementing a structured signing order is more than just administrative organization; it is a critical component of corporate risk management:

• Internal Governance: It ensures that rules such as "agent signs first" or "owner signs first" are strictly followed. This prevents a customer from signing a contract that has not yet been internally vetted.
• Reduced Friction: By automating the "hand-off" between parties, it eliminates the need for manual follow-ups and reduces the risk of human error in complex, multi-party agreements.
• Compliance & Audit Trail: Every step in the sequence is recorded in a tamper-proof audit trail. This provides clear evidence of who viewed and signed the document, and exactly when, which is vital for legal defensibility.
• Operational Efficiency: According to McKinsey (2025), workflow automation is a top driver of productivity. Signing order automates the "relay race" of contract execution.

Practical Scenario: Yacht Rental and Owner Approval

Consider a luxury yacht charter process involving three parties: a skipper, an owner, and the customer.

• The Situation: The customer wants to book a yacht for a week. The business process requires the skipper to first verify the yacht's readiness, then the owner to approve the commercial terms, and finally the customer to sign and pay.
• The Signing Order: The sender sets the skipper as #1, the owner as #2, and the customer as #3.
• The Result: The customer never sees the agreement until the skipper and owner have cleared it. This protects the owner from being legally bound to a charter before the logistics are confirmed. Throughout this process, the secure signing link also minimizes Counterparty AI Risk during the review phase.

FAQ

Can I mix sequential and parallel signing?
Yes. You can assign multiple people the same sequence number to have them sign simultaneously (parallel), while keeping other steps strictly sequential to maintain control over the approval chain.

What happens if a mistake is discovered during the process?
Most professional platforms allow the sender to correct or void the document. If a correction is made, the process typically restarts to ensure all parties sign the final, correct version.

Is signing order legally recognized under eIDAS?
Yes. The sequence of signatures does not affect the legal validity of an Advanced Electronic Signature (AES). However, it provides superior evidence of the agreed-upon business process and internal hierarchy.