> **Source:** https://knowledge.leegality.com/document-execution/workflows/create-workflow > **Site:** Leegality Knowledge Base — https://knowledge.leegality.com > **About:** Leegality is a document execution platform covering eSigning, stamps, NeSL, workflows, and REST API integration. > **Navigation:** Every article on this site has a plain-text version at `.txt` (this format). To get an index of all articles with their `.txt` links, read: https://knowledge.leegality.com/llms.txt > **AI Guide:** For instructions on how to navigate this knowledge base as an AI agent, read: https://knowledge.leegality.com/ai-readable.txt --- # Create a Workflow Creating a workflow is a lot similar to creating a document. > **Info — Note** > > Only admins have permission to create workflows. > **Tip** > > You can clone an existing workflow to modify it according to your needs. click on the **Three dots (⋮)** next to the desired workflow and select **Clone**. ## Step 1: Create a New Workflow 1. Go to the **Workflows** section using the left panel. 2. Click on the **+ Create** button in the top right corner. 3. Enter the **Workflow Name** and click on **Confirm**. This will direct you to the **Create** page. > **Info — Note** > > From here on, you can save the workflow at any stage. ## Step 2: Prepare Your Document 1. Choose how to prepare your workflow: #### Option 1: Upload PDF File(s) **Workflow user can upload:** - **Single PDF File:** Choose this if you want to use single PDF file. - **Multiple PDF Files:** Choose this if you want to use multiple PDF files. 1. Click **Upload** to add document(s) from your computer. > **Info — Note** > > - **Supported file type:** PDF > - **Upload Limit:** 10 files > - **Maximum total size:** 30 MB (15 MB recommended for optimal performance). 2. Drag and drop files into the designated area or browse and select files manually. 3. If multiple PDFs are uploaded, use the up ( ↑ ) and down ( ↓ ) arrows to arrange them in the desired order. > **Note:** When multiple PDFs are uploaded and arranged, they will be merged into a single document before sending for signing. 4. Click the delete icon (🗑️) to remove unwanted files. > **Warning — Important** > > While running the workflow, the workflow runner needs to upload the relevant PDF(s) in the same order. #### Option 2: Use a Template > **Info — Prerequisite** > > You must have an existing template. Learn how to create a [**templates**](https://knowledge.leegality.com/document-execution/template/). 1. Navigate to the **Templates** tab. 2. Select the desired template. 3. (Optional) Enable **Allow user to append single/multiple PDF files to the template** if additional documents need to be attached along with the selected template. 2. Optionally, you can use [folders](https://knowledge.leegality.com/document-execution/manage-documents/folders) to group and manage your document. Select a folder from the dropdown, and when the workflow is run, the document will be saved into the selected folder. > **Tip** > > Enable **Provide instructions for Workflow user** to add instructions for the workflow runner, such as which PDF to use or the required stamp duty. 3. Click **Next**. If you selected a template in Step 2, an additional screen appears before invitee configuration. The left panel shows a preview of the selected template, and the right panel lists all the template fields within it. > **Info — Note** > > The workflow creator cannot fill template fields. This is done by the workflow runner (and optionally the first invitee). Use the **Allow first invitee to fill** toggle to control how template fields are handled at runtime: - **Disabled:** The workflow runner must fill the template fields before sending the document. If there are mandatory fields, the workflow runner must fill them before proceeding in the sending journey. The workflow runner cannot enable this toggle while running the workflow. - **Enabled:** The workflow runner can fill some, all, or none of the fields before sending: - If the workflow runner fills all fields, the first invitee will have no role in template field filling. - If the workflow runner leaves some or all fields empty — including mandatory ones — the document can still be sent. The first invitee will then be required to fill all mandatory fields before proceeding in the signing journey. The workflow runner cannot disable this toggle while running the workflow. --- ## Step 3: Add Stamp Papers ### Use Leegality's Bharat Stamp The workflow creator can predefine stamps or enable the toggle only allowing the workflow runner to select required stamps during runtime. 1. Enable the **Use Stamps** toggle. 2. Choose one of the following stamp usage methods: [**Configure Stamp Series in Workflow**](https://knowledge.leegality.com/document-execution/stamps/use-stamps?type=workflow-creation#use-stamp-series) - **Single Stamp Series:** Select a stamp series from dropdown. Every time the workflow runs, a single stamp from that series will be attached. - **Multiple Stamp Series:** Select a stamp series and specify the number of stamps required. Click **+ Add More** to add another stamps series and specify the number of stamps. The specified number of stamps will be attached. [**Configure Stamp Group in Workflow**](https://knowledge.leegality.com/document-execution/stamps/use-stamps?type=workflow-creation#use-stamp-group-1) - **Use Stamp Group:** Select a stamp group and enter the total stamp value required. Every time the workflow runs, stamps worth the specified amount will be automatically attached to the document. ### Upload your stamp 1. Enable the **Upload Stamp** toggle switch. The workflow creator has the following options: 1. Leave all stamp details blank. 2. Pre-fill the **State, Denomination, and First & Second Party’s Name** during workflow creation. The workflow runner will need to enter required details and upload the stamp paper. --- ## Step 4: Add Invitees To add invitee, click **+ Add Invitee**: - Each invitee’s default role is "*Signer*" with the default eSign type configured in [**Settings ➔ Department ➔ eSignature**](https://knowledge.leegality.com/document-execution/settings/Department/esignature-settings#set-the-default-esign-type). The workflow creator has two options: - Leave the *Name, Email Address* and/or *Phone Number* placeholders empty, allowing the workflow runner to enter these while running the workflow. - Or, enable **Configure Invitee** and provide the *Name* and *Email Address/Phone Number* of the Reviewer. The workflow runner will not be able to modify these details. > **Info — Note** > > If **Configure Invitee** is enabled, the workflow creator must provide at least one invitee's Name and Email/Phone Number. In case of multiple invitee placeholders, the workflow runner can add details for other invitees if not configured by the workflow creator. ### Set Signing Order 1. Toggle **Request invitees to sign in fixed order**: - **Disabled:** All invitees receive the signing link simultaneously. - **Enabled:** Signing links are sent sequentially based on the specified order. > **Tip — Example** > > If there are two signers, the documents would be sent to the second signer only after the first signer has signed the document. 2. Use the up ( ↑ ) and down ( ↓ ) arrows to adjust invitee order. ### Configure Invitee Settings #### eSign Type - [**eSign Type**](https://knowledge.leegality.com/category/esign-types)**:** Choose from Aadhaar, DSC, Doc Signer, Virtual Sign, Visual Sign, or Quick Sign. #### Invitee Type - [**Reviewer:**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/types-of-invitee/reviewer?type=workflow) A non-signing invitee who needs to review the document’s content and then approve or reject it. - [**Group Invitee:**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/types-of-invitee/group-invitee?type=workflow) A Group Invitee allows multiple signers, but only a specified number of signers need to sign. - **For example**, if a group has three authorized signers and any two signatures are required, the document progresses once two members sign. - [**CC Invitee:**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/types-of-invitee/cc?type=workflow) A CC Invitee does not sign the document but receives notifications about the document's progress. - **Invitation & Reminders:** When an invitation is sent, resent, or nearing expiry. - **Signing Progress:** When an invitee signs, a reviewer approves/rejects, or the document is completed. - **Failures & Expiry:** If signing fails due to expiry, face match, liveliness, or location issues. - **Final Documents:** Completed document and audit trail upon signing completion. #### Security Features - **Authentication:** Invitees must authenticate their identity before accessing the document to ensure only the intended recipient can proceed. - [**One-factor Authentication**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/security/one-factor-authentication?type=workflow)**:** OTP verification via email or phone number. - [**Two-factor Authentication**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/security/two-factor-authentication?type=workflow)**:** OTP verification via both email and phone number. - **GPS Location:** - [**Capture GPS Location:**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/security/capture-gps-location?type=workflow) Record the invitee's location at the time of signing the document. - [**Accuracy-based restriction:**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/security/capture-gps-location?type=workflow) Don’t allow the invitee to sign if the captured location is not accurate up to a certain number of meters. - [**Location-based restriction:**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/security/capture-gps-location?type=workflow) Restrict signing if the signer is outside of the configured area. - **Identity Verification** - [**Face Capture:**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/security/capture-photo?type=workflow) Capture the photo of the signer before allowing them to sign the document. - [**Face Match:**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/security/face-match?type=workflow) Capture the photo of the signer and match it against the reference image uploaded by the sender. - **User Liveliness![External Link](https://knowledge.leegality.com/img/external-link-svgrepo-com.svg):** Ensure real-time presence of the signer. - [**Manual User Liveliness (OTP-based):**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/security/manual-liveliness?type=workflow) The signer needs to capture a photo of themselves while showing the OTP appearing on the screen. - [**Smart User Liveliness (AI-powered):**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/security/smart-user-liveliness) AI-based solution that ensure the person sitting in front of camera is actively present there. It detects spoofs like photo and pre-recorded videos. #### Signature Appearance - [**Invitee Name on Signature:**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/esignature-appearance/invitee-name-in-signature?type=workflow) Choose whether to display the invitee’s name in the signature. - [**Company Seal:**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/esignature-appearance/company-seal?type=workflow) Ask invitee to upload the image company (organization) seal. If the signer has a Leegality account, the company seal will auto-fill based on the preferences. - [**Invitee Name Editing:**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/esignature-appearance/invitee-name-editing?type=workflow) Allow or restrict name editing during signing. #### Other Features - [**Custom Webhook and URL:**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/custom-url-and-webhook/webhook-and-url?type=workflow) Enable integrations for real-time updates. - [**Supporting Documents:**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/other-features/supporting-documents?type=workflow) The Supporting document helps you request additional documentation, which invitee needs to upload during signing journey. - [**Additional Consent Terms:**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/other-features/additional-consent?type=workflow) Add custom terms and conditions alongside default consent. - [**Mask Contact Details:**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/other-features/mask-contact-details?type=workflow) Hide other invitees' contact details for privacy. - [**Reject to Sign:**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/other-features/reject-to-sign?type=workflow) Provide an option to reject to sign the document. --- ## Step 5: Configure Document Settings - [**Signing Link Expiry**](https://knowledge.leegality.com/document-execution/leegality-features/document-level/document-expiry?type=workflow)**:** Set a deadline for invitees to sign or review the document. The signing or reviewing link can expire: - After a specific number of days - Within 45 minutes - By the end of the day Once expired, the invitee cannot access the document. Sender needs to re-activate the document. - [**Custom Message**](https://knowledge.leegality.com/document-execution/leegality-features/document-level/custom-message?type=workflow)**:** Add a personalized note to the email body. - **Auto delete document after completion:** Enabling this will result in your copy of the document being deleted from the Leegality’s servers after the duration configured in [**Document Settings**](https://knowledge.leegality.com/document-execution/settings/Department/document-security-settings#auto-delete-after-document-completion). --- ## Step 6: Notification Delivery Method Select methods for sending signing or reviewing invitation, reminders and other updates. Available delivery methods are: - Email - SMS - WhatsApp 1. Click **More Options**. 2. Enable or disable **Email, SMS, and/or WhatsApp Notifications**. > **Info — Note** > > For CC invitees, only email notifications are available. --- ## Step 7: Place Signature Coordinates A signature coordinate is where you want the invitee’s signature to be on the document. By default, signature coordinates are placed at the bottom-left corner of every page in the document. To place signature coordinates in your desired place: 1. Hover over **☰** icon and select **custom coordinate**. 2. Click on the document where you want to place the signature. 3. Use the dropdown to assign the signer. The signature placeholder size can be increased or decreased as per requirement by simply dragging from its edges. > **Info — Note** > > #### How Signatures are Placed on Multiple Stamps in a Workflow > > At the **Preview** stage, only one stamp paper is displayed—even if multiple stamp papers are attached. > > The signature coordinates you set on the reference stamp are automatically replicated across all attached stamps. This means all stamps will have the identical signature layout. --- ## Step 8: Preview and Save Once you have added the document, invitees, and signature coordinates, you can preview the workflow configuration. - Click the **View Invitees** button to review all invitees associated with the document. - Click **Save**. Your workflow is now published and ready to use.