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How to Create and Use a Quick Sign Workflow

A Quick Sign Workflow is the fastest way to sign documents: just upload, sign, and classify — no approval flows needed.

Andres Castro avatar
Written by Andres Castro
Updated over a week ago

In this article, you will learn how to:

  • Configure the Quick Sign template.

  • Start the workflow, upload the document, and assign signers.

  • Classify the document and close the workflow.

Stage 1: Configure the “Quick Sign” Template

Before starting a signing process, you need to create the workflow template that will serve as the base. This template defines the main stages of the flow: uploading and signing the document, and later, classifying and closing it.
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The goal of this setup is to make the flow as agile as possible, avoiding intermediate approval steps. Once created, you can reuse this template whenever you need to perform an express signing in just a few minutes.


Steps to configure the template

1. From your Dashboard, go to Settings (bottom left corner). Click Workflow templates and then Create template (top right). Assign a name to your template, for example: Quick Sign Flow or Express Sign Flow.
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2. Create Step 1.0: Document Upload and Signing

  • Assign the Initiator as responsible.

  • Check the box Electronic signature step.

  • From the signature type dropdown, select Webdox electronic signature.

  • (Optional) Add instructions to guide users in this step.

3. Create Step 2.0: Document Classification and Closing

  • Click the circular + button (bottom center).

  • Assign the Initiator as responsible.

  • Check the box Classification step.

  • In the Classify all dropdown, select At least one.

  • (Optional) Add instructions to guide users.

4. Configure the workflow decision

  • In the diagram, click on Step 1.0.

  • Open the Decisions tab (green).

  • In the box “If all signatures completed,” select Go to → Document Classification and Closing.

5. Publish the template

  • In the diagram, select Step 2.0 and change its status from Draft → Published.

  • Go back to Settings > Workflow templates and confirm your template is listed.

Stage 2: Start the Workflow, Add Document and Signers

Once your template has been created, you can start a new workflow to upload the document and assign signers.

Steps to start and prepare the workflow

Start the workflow

  1. Go to the Workflows tab (top left).

  2. Click New Workflow.

  3. Select the template you created (Quick Sign Flow / Express Sign Flow).

  4. Assign a specific name, or let the system use the default.

  5. Click Start.

Add a document

  1. In the Documents tab (opened by default), click New Document.

  2. Select the Upload file tab.

  3. Drag and drop the file, or select it from your PC.

  4. Click Upload file.

  5. The document will appear in the In progress window.

Assign signers

  1. Go to the Electronic signature tab.

  2. In the Signers section, click Add signer.

  3. Select whether the signer is Internal (your organization) or External (a third party).

  4. Fill in the required information and click Add signer.

  5. (Optional) Repeat the process to add more signers.

Confirm and complete the step

  1. Review the signer details.

  2. Click Complete step.

  3. Validate the signer configuration and the next step (Document Classification and Closing).

  4. Click Accept.

Document sending

  • The system will automatically send the document to the signers.

  • You will receive a confirmation notification once the document has been signed.

Stage 3: Document Classification and Closing

Once all signers have completed the signing, you need to classify the document to finalize the Quick Sign workflow. This step allows you to register key document information and mark it as finalized in Webdox.
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Steps to classify and close the document

Update the signed workflow

  1. Refresh the page of the open workflow:

    • Windows/Linux: F5 or Ctrl + R.

    • Mac: Cmd + R.

  2. The signed document will appear with the extension signed.pdf, and under the Version column as Final.

Open the document to classify it

  1. Click on the signed document.

  2. In the preview window, click the Classify button (top right).

Complete classification

  1. Fill in the relevant fields:

    • Document date

    • Validity

    • Legal entity or individual

    • Subject

    • Document type

  2. Click Classify.

Finalize the workflow

  1. Close the preview window (X, top right corner).

  2. The document will now display the green label Classified.

  3. Click Complete step to officially close the workflow.

✅ Process completed!

You have successfully completed a Quick Sign workflow in Webdox:

  • You created and configured the workflow template.

  • You started the workflow, uploaded the document, and added signers.

  • You classified and closed the signed document.

Now you can reuse this template whenever you need to sign and classify documents in minutes — without intermediate approval steps.

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