---
title: Configure a signature workflow
description: "A signature workflow in Illizeo orchestrates the whole loop: signer order, automatic reminders, validation rules and post-signature archiving. Done well, it cuts a multi-day paper trail down to minutes. - **Reading time**6 min - **Level**Advanced - **Last updated**May 2026 -…"
url: "https://illizeo.com/en/centre-aide/configure-a-signature-workflow/"
updated: "2026-09-21"
category: Core HR services
---

# Configure a signature workflow

A signature workflow in Illizeo orchestrates the whole loop: signer order, automatic reminders, validation rules and post-signature archiving. Done well, it cuts a multi-day paper trail down to minutes.

- **Reading time**6 min
- **Level**Advanced
- **Last updated**May 2026
- **Module**Documents & e-signature

## Step-by-step

1. ### Open the workflow builder

   In *Documents → Workflows*, click *+ New workflow*. Give it a business name (e.g. "Swiss permanent contract signature").
2. ### Pick the template

   Choose the document template (PDF with dynamic fields) to be signed. The workflow adapts to the variables detected.
3. ### Define signer order

   Drag & drop: for example Employee → Manager → HR → Executive. The workflow can be sequential, parallel or mixed.
4. ### Configure reminders

   Choose how many days a request may stay pending before a reminder goes out. Reminders are sent by **email**, on a once-a-day pass: there is no channel choice, no SMS and no Slack reminder. They stop on signing.
5. ### Set post-signature actions

   Once all signatures are captured, Illizeo can file the PDF in the vault, trigger profile creation, push payroll, or notify a manager.
6. ### Test and go live

   The simulator runs the workflow on a fake case: you see every step with the emails sent. When you're happy, activate it.

## Routing modes

| Mode | When to use | Typical delay |
| --- | --- | --- |
| Sequential | Strict hierarchical approval | 2 to 5 days |
| Parallel | Several signers without dependency | A few hours |
| Mixed | Manager first then HR + Legal in parallel | 1 to 3 days |
| Conditional | Variable step based on amount or country | Variable |

## Security and traceability

Every step is logged: who signed, when, from which IP, with which authentication level. The audit log is exported as a PDF alongside the final document. That certificate is the legal proof in case of dispute.

## FAQ

   What happens if a signer refuses?

The workflow stops, the initiator is notified and can either relaunch after edits or cancel. The refusal reason is logged.

   Can I recall an active workflow?

Yes, as long as it is not finalised. The *Cancel workflow* button is available to HR and Admin roles.

   Who can edit a live workflow?

Admins only. Any change creates a new version. Running workflows keep the previous version for legal validity.

   How does it tie to Payroll?

Salary amendments signed via Illizeo sync automatically with payroll: the new salary becomes effective at the configured date.

### Start an HR project in Illizeo

Discover how to create and run a cross-functional HR project (process redesign, move, audit).

[See Core HR articles](/en/centre-aide/?cat=core-hr-services)

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