9. Workflow
Creating a new workflow
Last Updated: September 2, 2025Customized workflows are essential to optimize the document signing process. Creating a new workflow allows you to design a unique and efficient process that adapts to the particularities of your organization or project, guaranteeing more effective signature management. In this documentation, we will guide you through the process of creating a new workflow, giving you the flexibility and control to adapt the signing process to your specific needs. Go to the workflow: The first step is to press “Workflow” in the left sidebar. Create a new workflow: Now you must press “New Workflow” in the top bar. Select a template: You have two options to get a template, one is to press “Select file” and select one template(just pdf) from your device that you want to assign some signers. Use a smart template: The second option is to use a smart template. For this example we will use this option, so we choose a smart template that we have created before, in this case it will be the “Example Template“. You can see how to create a template in Creating a basic template Confirm your choosing: Press “Next” to confirm the template you want to use. Add the signers: You will see a preview of the document and if you want to add a signer, you must press “Add signer“. Choose the signer flow: You must select the signer flow you want for your template and press “Next“. You can see the difference between all flows in Adding a signer in the workflow(*) – legale.io Add another signer: You can keep adding another signers following the same step we did before. Confirm your signers: Press “Next” if you do not want to add another signer in your document. Save your workflow: You must put a name to the workflow, in this example we will call it “Flux Example”. And press “Save” to save the workflow.
Choose the type of signer in the workflow
Last Updated: September 2, 2025In this documentation, we’ll explore the different types of signer flows you can add to a document, giving you the flexibility to tailor the signing process to your specific needs. Signatory flows are essential to manage the signing process efficiently and effectively. Setting up the right signer flows allows you to ensure that documents are sent to the right people in the right order, facilitating collaboration and compliance with established procedures. Choose the signer flow: You have multiple options to choose to assign to your signer flow. Sign myself The first option is signing the file by your own. You can choose this option if you want to test the workflow and see if it’s going well. Choose sign myself: Press “Sign myself” and then you must press “Next”. Choose method: For this flow, we can choose if we want to sign by “Remote” or “Remote SMS“. Both methods follow the same methodology. Confirm the decision: When you made you decision between the 2 options, you must press “Next“. Validation setting: You can set if the signer needs to verify his identity. You can ask for a video verification, selfie verification or Attaching the ID the signer. Then, you must press “Next“. Adjust the signature box: Adjust the size and the location on the file of the orange signature box. Then, you must press “Next“. Confirm the decision: The signature box now is gray and has the name of the owner of the account. If you don’t want to add another signer, you must press “Next“. Difference between Remote and Remote SMS: After the signer chose the sign method, if you chose “Remote SMS” in the beginning, you will receive a OTP (One Time Password) on your mobile phone and you must enter the password and press “Sign“. To set your mobile phone number, please see Setting up your country and phone number (E) – legale.io Sign by other person: Instead of sign the file by yourself, you can set a workflow to send this file to a specific contact that we choose. Choose sign by other person: Press “Sign by other person” and then you must press “Next”. Choose method: For this flow, we can choose if the signer will have to sign by “Remote” or “Remote SMS“. Both methods follow the same methodology. Confirm the decision: When you made you decision between the 2 options, you must press “Next“. Validation setting: You can set if the signer needs to verify his identity. You can ask for a video verification, selfie verification or Attaching the ID the signer. Then, you must press “Next“. Choose contact: You must choose the contact that you want to sign the file. For this example, we will choose Christian. To add a new contact, please see Adding a new contact – legale.io Adjust the signature box: Adjust the size and the location on the file of the orange signature box. Then, you must press “Next“. Confirm the decision: The signature box now is gray and has the name of the contact that you chose. If you don’t want to add another signer, you must press “Next“. Difference between Remote and Remote SMS: After the signer chose the sign method, if you chose “Remote SMS” in the beginning, you will receive a OTP (One Time Password) on your mobile phone and you must enter the password and press “Sign“. To set your mobile phone number, please see Setting up your country and phone number (E) – legale.io Sign by Legale user You can set a workflow and send the file to a Legale user that you have in your own account. Choose sign by Legale user: Press “Sign by Legale user” and then you must press “Next”. Choose Legale user: You must choose the Legale user that you want to sign the file. For this example, we will choose Diego. To add a new user, please see Creating a new user(*) – legale.io Choose method: For this example, you will set that the own user has to choose the sign methos by pressing “Define by signer“. Adjust the signature box: Adjust the size and the location on the file of the orange signature box. Then, you must press “Next“. Confirm the decision: The signature box now is gray and has the name of the contact that you chose. If you don’t want to add another signer, you must press “Next“. Validator Instead to insert a signature box, you can set a validator flow to just approve the document. Choose validator: Press “Validator” and then you must press “Next”. Choose method: For this example, you must choose if you want to send the file to a “Contact” or a “Legale user“. Choose contact: If you choose “Contact“, you must choose the contact that you want to approve the file. To add a new contact, please see Adding a new contact – legale.io Choose Legale user: If you choose “Legale user“, you must choose the Legale user that you want to approve the file. To add a new user, please see Creating a new user(*) – legale.io Approve the file: We can see that there is no longer a signature box. Now, to approve the file you must press “Approve“. Confirm the decision: Press “OK” if you are sure to approve the file. Legale mobile You can set a workflow and send the file to the Legale mobile app and then sign it. Choose Legale mobile: Press “Validator” and then you must press “Next”. Choose tablet: You must choose the device that you want to send the file. For this example, we will choose the device called Dispositivo 1. To add a new device, please see Connecting your devices – legale.io Choose contact: You...
Choosing the sign method
Last Updated: September 2, 2025The digital signature is a fundamental tool in today’s digital world, which allows the authenticity and integrity of documents to be validated electronically. The digital signature streamlines signing processes, saves time and resources, and offers a level of security comparable to that of traditional handwritten signatures. In this documentation, we will explore the different ways to sign digitally, giving you the flexibility to choose the method that best suits your preferences and needs. Choose sign method: You have different options to sign a file. You must choose between inserting your name manually, drawing your signature or uploading a picture with your signature. Input signature method The first sign method is typing in your name in the box. Then, you will see the preview of the signature below. To confirm the signature, you must press “Sign“. View the signed file: You can see the signed file with the name that you typed in before. Draw signature method The second sign method is drawing your signature in the box. If your drawing draft is wrong, you can draw another one by pressing “Clear signature“. To confirm the signature, you must press “Sign“. View the signed file: You can see the signed file with the signature that you drew before. Upload signature method The third sign method is uploading a picture from your documents by pressing “Select file“. Choose your signature: You must select the picture that you want to use as a signature. If you want to upload another picture, you must press “Clear signature“. To confirm the signature, you must press “Sign“. View the signed file: You can see the signed file with the signature picture that you selected before.
Share workflows with another user
Last Updated: September 2, 2025Share a workflow with another user To share an existing workflow with another user, first access the Workflow section and select the desired flow from the list by checking its box then click the “Share” button located at the top left of the screen this will allow you to grant access to another user so they can collaborate or continue managing the same workflow according to their permissions. Add user and confirm sharing Select the user from the list and click the green plus icon to add them. Once the user appears in the list below with their name and email, click the green Submit button to complete the sharing process. Access shared workflows Once a workflow has been shared, it becomes visible in the Workflow section of the receiving user’s account. The user can view all shared workflows alongside their own. In this view, the shared workflow displays the original owner’s name, maintaining visibility of ownership while granting access to collaborate or continue the process.
Edit, rename and delete workflows
Last Updated: September 2, 2025Edit a workflow To modify an existing workflow, first select it from the list and then click the Edit button at the top of the screen. This allows you to adjust participants, steps, or rules previously configured. Add signer to workflow While editing a workflow, you can include additional participants by selecting Add signer. Types of signer – legale.io Proceed to workflow configuration Once you’ve added all necessary signers and validators, click Next to continue the workflow setup. Define signing order In this step, configure how the document will be signed: In order of signers: The document will be sent sequentially to each signer based on the order defined. All signers at the same time: All signers will receive the document simultaneously. You can also toggle “Send a copy of signed document to signers” to ensure each participant gets a final signed copy. Click the green Save button to finalize the workflow setup. Rename a workflow To rename a workflow, first select the desired item from the list and click the “Rename” button located at the top of the screen. Choose the new name A text field will appear where you can enter the new name you want to assign. Type the updated name, such as “TEMPLATE”, to better reflect its purpose or content. Once you have entered the desired name, click the green “Submit” button to save the changes. The workflow will be immediately renamed within your workspace. Renamed workflow display Once a workflow has been successfully renamed, the updated name is immediately visible in the list under the “Workflow” section of the platform. In the column labeled “Flux name”, you will now see the new name — for instance, “TEMPLATE” — replacing the previous one. Delete a workflow To remove a workflow from your list, you must first select the workflow you want to delete by marking the checkbox next to its name. Once selected, click the “Delete” button located at the top right of the workflow actions panel, identified by a red trash bin icon. This action will permanently remove the workflow and all its associated configuration from your account, so it should be used with caution to avoid loss of important process data. Confirm deletion of workflow After clicking the Delete button, a confirmation message will appear asking, “Are you sure to delete this flux?” To proceed, click the “Remove” button in red. This final confirmation ensures that workflows are not deleted by mistake. If you change your mind, click “Cancel” to abort the action. Workflow deleted successfully Once the confirmation step is completed and the “Remove” button is clicked, the selected workflow is permanently deleted from the list. As shown in the updated interface, only the remaining workflows will be displayed. The previously visible “TEMP” workflow has now been removed, confirming the deletion was successful.