Have a contract signed

When a contract arrives, the card Send for signature sends it in order to the requesting person as “Auftraggeber” and to the contract partner as “Auftragnehmer”, with a simple electronic signature (SES) and 14 days to sign, with no script. The partner’s first name, last name and email address are in three fields the workflow declares on the contract; right after the upload they are usually empty. Then the workflow waits before it sends anything: the requesting person gets the task “Vertragspartner erfassen”, enters the three fields on the contract and marks the task as done; that works only once every field has a value. After two working days Acriva reminds them once, and the workflow waits until the task is done or someone cancels it. When the details are already on the contract, the workflow sends at once; when the AI capture read them, the requesting person checks them before the request goes out. Acriva finds the signature fields itself; when it finds no certain place, the requesting person places the fields in the task Signature field review. When both have signed, Acriva stores the signed PDF with the Signature log as a new version. When someone declines, the requesting person clears it up in a task; when the time runs out, they are notified. When the email address isn’t valid, the card takes the exit “skipped” and the history names the “Auftragnehmer”. The workflow needs a person who uploaded the contract: without a requester, such as for a contract from an email inbox, the task finds nobody and the workflow ends with an error. Needs the add-on E-signature.

The workflow

The workflow starts for every document of the type contract. Its file workflow.yaml:

$schema: 'https://docs.acriva.de/schemas/workflow.schema.json'
format: 1
schemaVersion: 8
sdk: '1.0.0'
key: sign-contract
name: Vertrag signieren lassen
template: custom
trigger:
  documentType: contract
fields:
  - key: partnerFirstName
    kind: text
    labelDe: Vorname Vertragspartner
    labelEn: Partner's first name
    documentTypes:
      - contract
  - key: partnerLastName
    kind: text
    labelDe: Nachname Vertragspartner
    labelEn: Partner's last name
    documentTypes:
      - contract
  - key: partnerEmail
    kind: text
    labelDe: E-Mail Vertragspartner
    labelEn: Partner's email
    documentTypes:
      - contract
start: partnerKnown
steps:
  - kind: condition
    name: partnerKnown
    label: Vertragspartner vollständig?
    branches:
      - when:
          kind: or
          conditions:
            - kind: compare
              field: partnerFirstName
              operator: isEmpty
              constants: []
            - kind: compare
              field: partnerLastName
              operator: isEmpty
              constants: []
            - kind: compare
              field: partnerEmail
              operator: isEmpty
              constants: []
        next: capturePartner
    default: sign
  - kind: humanTask
    name: capturePartner
    label: Vertragspartner erfassen
    taskKind: capture
    assignees: []
    fallback:
      kind: requester
    options:
      remindAfterWorkingDays: 2
      excludeRequester: false
      excludeActorsOfSteps: []
      pickFile: false
    next: sign
    requiredFields:
      fields:
        - partnerFirstName
        - partnerLastName
        - partnerEmail
      requireComment: false
  - kind: signature
    name: sign
    label: Vertrag signieren lassen
    signers:
      - kind: requester
        label: Auftraggeber
      - kind: external
        label: Auftragnehmer
        firstNameField: partnerFirstName
        lastNameField: partnerLastName
        emailField: partnerEmail
    ordered: true
    level: ses
    expiryDays: 14
    fieldMode: detect
    reviewer:
      kind: requester
    allowConfidential: false
    language: de
    next: signed
    onDeclined: clarify
    onExpired: expired
    onSkipped: skipped
  - kind: humanTask
    name: clarify
    label: Ablehnung klären
    taskKind: review
    assignees: []
    fallback:
      kind: requester
    options:
      excludeRequester: false
      excludeActorsOfSteps: []
      pickFile: false
    next: declined
    onRejected: declined
  - kind: notification
    name: expired
    label: Anfordernde Person informieren
    recipients:
      - kind: requester
    notice: forInformation
    next: expiredEnd
  - kind: end
    name: signed
    label: Signiert
    outcome: completed
  - kind: end
    name: declined
    label: Abgelehnt
    outcome: completed
  - kind: end
    name: expiredEnd
    label: Abgelaufen
    outcome: completed
  - kind: end
    name: skipped
    label: Übersprungen
    outcome: completed