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.
Step-by-step #
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Open the workflow builder #
In Documents → Workflows, click + New workflow. Give it a business name (e.g. “Swiss permanent contract signature”).
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Pick the template #
Choose the document template (PDF with dynamic fields) to be signed. The workflow adapts to the variables detected.
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Define signer order #
Drag & drop: for example Employee → Manager → HR → Executive. The workflow can be sequential, parallel or mixed.
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Configure reminders #
Choose the gap between reminders (default 48 h, 5 d, 7 d) and the channel (email, SMS, Slack). Reminders stop on signing.
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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.
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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).
