Multi-Role Signing for Documents in Workflows
SMBcrm document templates can now support multiple signer roles, such as buyer, seller, witness, or another role you define. When a document is sent through a workflow, those roles can be automatically populated and routed for signature.
This helps teams send multi-party agreements without manually re-entering signer details each time.
What changed
You can define up to six signer roles on a document template and assign fields, such as signature or date fields, to each role. When the template is used in a workflow, SMBcrm uses the role setup from the template to populate signer details.
If a role needs different information for a specific workflow, the signer name, email, or phone can be adjusted at the workflow level. Workflow-level values take precedence over the template defaults.
This update is especially useful for agreements that involve more than one signer, such as buyer and seller, client and co-signer, or tenant and guarantor.
How it helps
- Save time: Reuse one template instead of rebuilding signer details for each multi-party agreement.
- Reduce errors: Template role values can auto-populate when the document is sent through a workflow.
- Stay flexible: Override role details within a workflow without editing the original template.
- Support more complex agreements: Route documents that require multiple signatures in a single send.
How to use it
- Open your document template and define signer roles with name, email, and phone details.
- Assign at least one fillable element to each role.
- Make sure at least one fillable element is assigned to Contact, which is required for the workflow send action.
- In workflow automation, add the Send Document action and select the multi-role template.
- Review or override any role details at the workflow level if needed.
- Send the document through the workflow.
Good to know
- Up to six roles can be added per template.
- Roles are local to the specific template where they are created.
- Roles only populate automatically when the document is sent through a workflow, not from manual send.
- If a required role email is missing, you will be prompted to complete it before sending.
- Duplicate emails across roles will trigger an alert.
- This is currently available on web.
In Case You Missed It
You may also want to read about how AI Studio form submissions can trigger workflows.
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