> **Source:** https://knowledge.leegality.com/document-execution/workflows/v4/create-a-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 `<article-url>.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 v4 workflow

A v4 workflow lets you save a reusable document-sending configuration — multi-document packs, stamping, invitee setup, and signature coordinates — so the workflow runner can send documents repeatedly without configuring everything each time.

> **Info — Note**
>
> Only admins have permission to create workflows.

Creating a v4 workflow happens across the **Create**, **Invite**, and **Finalise** stages. If any uploaded document contains a template, an additional **Template** stage appears before Finalise. These stages are covered in the steps below.

## Step 1: Create a New Workflow

To start a new workflow:

1. Go to the **Workflows** section using the left panel.
2. Open the **V4 Workflows** tab and click **+ New Workflow**.
3. Enter the **Workflow Name** and click **Confirm**.

    This opens the workflow editor at the **Create** stage, where you assemble and configure the **document pack** — the set of documents this workflow will send each time it runs.

### Understand the document structure

- **Sub-document:** An individual PDF you upload. One or more sub-documents combine to form a primary document.
- **Primary document:** A set of one or more sub-documents. Each primary document is signed individually, has its own audit trail, and appears as a separate tab.
- **Document pack:** The collection of all primary documents, sent together to invitees in a single, unified journey.

For a detailed explanation, see [Packs and documents](https://knowledge.leegality.com/document-execution/workflows/v4/understanding-v4/packs-and-documents).

## Step 2: Prepare Your Documents

### Add primary documents

1. A primary document is already present when you land on the Create stage. Click **+ Add Document** to add more.
2. The primary document tabs appear at the top of the screen.

You can add up to **15 primary documents** in a single pack.

> **Info — NOTE**
>
> To delete a primary document, click the **Delete** icon in the Configure Documents section.

### Configure each primary document

 Each primary document must contain at least one sub-document, or at least one **enabled** template — an empty upload placeholder, or a template that is added but not enabled, does not satisfy this requirement.

A primary document can contain up to **10 sub-documents**. You can add **PDFs**, **templates**, or both.

#### Option 1: Upload PDF File(s)

1. Use the **upload PDF** box to add PDF sub-documents from your computer.
2. Drag and drop files into the designated area, or browse and select files manually.
3. Click the delete icon (🗑️) to remove unwanted files.

> **Warning — File size limit**
>
> The combined size of all sub-documents and the template in a primary document must be **15 MB or smaller**.

#### Option 2: Use Template(s)

> **Tip — Prerequisite**
>
> Templates must be created in advance. Learn how to create a [template](https://knowledge.leegality.com/document-execution/template/).

1. Click **Select** from the *Select Template* option. A drawer opens on the right, listing every template configured for the account.
2. Templates are grouped by **Template ID** — each template has a single row covering all its versions. Each row shows:
    - **Template name**
    - **Version** — a dropdown to pick a specific version, or leave it on **Latest** to always use whichever version is newest when the document is created or run.
    - **Template type** — PDF or HTML
    - **Created date**
    - **Preview** — opens the template in a preview modal
3. Use the **search** box to find a template by name, or the **type filter** to narrow the list to PDF or HTML templates.
4. Select one or more templates by ticking the checkbox next to each row, then close the drawer.

Selected templates are listed under the primary document's sub-documents, carrying the version (or the **Latest** tag) you picked in the drawer.

##### Enable and delete selected templates

Each selected template carries two more controls:

- **Enable toggle:** Controls whether the template is actually used in the signed document — a template that is selected but not enabled is kept as an available option for the workflow runner, but plays no part in signing unless it's enabled. All selected templates are enabled by default. This is an attribute like any other — by default it is **visible and editable** for the workflow runner, and you can restrict it using [Field Properties](https://knowledge.leegality.com/document-execution/workflows/v4/setup-configuration/field-properties).
- **Delete button:** Removes the template from the document. By default, it is **not visible and not editable** for the workflow runner.

Click and drag sub-documents to rearrange their order — this is the order in which they appear in the merged document.

#### 2. Set document details

1. Enter the **Document Name** (the primary document name). This field is required. Uploading a file also autopopulates the Document Name field — you can rename it if you want.
2. Enter the **Internal Reference Number**. Only letters (A-z), numbers (0-9), and special characters (.,-:(),_[]&/ ) are allowed.
3. **[Document Folder](https://knowledge.leegality.com/document-execution/manage-documents/folders?type=v4-workflow#assigning-a-folder-in-v4) (optional):** Use the **Document Folder** option to select the folder where the document will be saved.
4. **[Reference Attachment](https://knowledge.leegality.com/document-execution/leegality-features/document-level/reference-attachments) (optional):** Enable the **Reference Attachment** toggle to upload a reference file. Invitees can access and refer to these documents while signing. Supported file types are **PDF, JPEG, PNG, or JPG**.

> **Info — Note**
>
> The reference attachments' total file size must be **5 MB or smaller**.

Repeat this process for all primary documents in your pack.

### Add custom fields

Custom fields let you add new fields to your workflow — such as an employee ID, loan amount, or reference number. Custom fields must be created in advance (see [Create a custom field](https://knowledge.leegality.com/document-execution/workflows/v4/custom-fields/create-a-custom-field)), and they cannot be added in the **Template** or **Finalise** stages.

To add a custom field to your workflow:

1. Go to the **left panel**. If you don't see it, switch to the **Advanced** tab in the top-right corner.
2. Open **Custom Fields**. The fields you have already configured are listed here.
3. Click the **+** icon next to a field. A pop-up appears with two options:

    - **Add to Pack:** Adds the custom field to the whole pack. The field appears in the **right panel**, where workflow-level (pack) details are configured.
    - **Add to Document:** Adds the field to every document in the pack — including any documents you add later. To show the field in only some documents, mark it as **not visible** on the others using [Field Properties](https://knowledge.leegality.com/document-execution/workflows/v4/setup-configuration/field-properties).

> **Info — Reorder or remove fields**
>
> Every field has a **six-dot** handle — click and drag it up or down to reorder fields. This works throughout the workflow. To remove a custom field, right-click it and click the **delete** icon; this removes it from all documents in the pack.

> **Info — Set field properties and validations**
>
> At this stage, you can also control each field individually:
> 
>     - **[Field Properties](https://knowledge.leegality.com/document-execution/workflows/v4/setup-configuration/field-properties):** Set a field's **Visibility**, **Editability**, and **Mandatory** state to tailor how the runner sees and interacts with it.
>     - **[Validations](https://knowledge.leegality.com/document-execution/workflows/v4/setup-configuration/field-configuration):** Add character limits and a regex pattern to control what can be entered — for example, enforce a PAN pattern on the Internal Reference Number so only values like `ABCDE1234F` are accepted.

### Configure pack settings

This panel shows the values common to the whole pack. Configure pack-level settings in the right panel. These settings apply to the entire document pack:

- **Pack Details:**
    - **Pack Name:** Name for the entire pack.
    - **Pack Internal Reference Number:** Reference for tracking.
    - **Folder:** Select the folder for the pack.
- **Document Deletion:** Set an auto-delete time interval. This uses the settings configured in [**Settings ➔ Department ➔ Document Security**](https://knowledge.leegality.com/document-execution/settings/Department/document-security-settings#auto-delete-after-document-completion).
- **SFTP:** Choose an SFTP profile to automatically transfer signed documents after completion.

> **Info — Note**
>
> - The **Pack Name** is auto-populated once you add documents to the pack.
>     - Any custom fields added to the pack are displayed here.

---

## Step 3: Add Stamp Papers

Enable the **Attach Stamping** toggle on a primary document to add stamp paper. Two placement options appear:

#### Stamps for merged document

Attaches a single stamp paper at the beginning of all combined sub-documents (Stamp → Sub-document A + Sub-document B).

Choose one of the following stamping options to apply to the merged document:

1. **Stamp Series:** Select a **Stamp Series** and enter the **Quantity**. Click **Add new series** to add another series.
2. **Stamp Group:** Select a **Stamp Group** and enter the **Amount**.
3. **Revenue Stamp:** Add a **Revenue stamp** and enter the **Quantity**.
4. **Stamp Upload:** Provide the **State**, **Denomination**, **First party name**, **Second party name**, and **Stamp serial number**.

> **Warning**
>
> You cannot use **Stamp Upload** together with a **Stamp Series** or **Stamp Group**. When you choose to upload your own stamp, you cannot also add a series or group.

#### Separate stamps for sub-documents

Attaches a dedicated stamp paper to each sub-document (Stamp 1 → Sub-document A, Stamp 2 → Sub-document B).

This option appears only when a primary document has more than one sub-document. When selected, the sub-documents are listed — click a sub-document to configure its stamping, then choose one of the following stamping options. Repeat for each sub-document you want to stamp.

1. **Stamp Series:** Select a **Stamp Series** and enter the **Quantity**. Click **Add new series** to add another series.
2. **Stamp Group:** Select a **Stamp Group** and enter the **Amount**.
3. **Revenue Stamp:** Add a **Revenue stamp** and enter the **Quantity**.
4. **Stamp Upload:** Provide the **State**, **Denomination**, **First party name**, **Second party name**, and **Stamp serial number**.

> **Warning**
>
> You cannot use **Stamp Upload** together with a **Stamp Series** or **Stamp Group**. When you choose to upload your own stamp, you cannot also add a series or group.

To understand how stamps are distributed across a pack, see [Distributed stamping](https://knowledge.leegality.com/document-execution/workflows/v4/understanding-v4/distributed-stamping).

Once all document details are configured, click **Proceed** to move to the Invite stage.

---

## Step 4: Invitee Configuration

In the Invite stage, you configure who signs and reviews the documents. As the creator, you can fully configure each invitee, or leave their details empty for the workflow runner to fill when running the workflow.

### Add invitees

A blank invitee is already present when you land on the Invite stage.

1. On the invitee card, enter the invitee's details — **Name**, **Label**, **Email**, and **Phone**.
2. Choose the invitee's role from the dropdown at the top left of the card:
    - Signer
    - [Reviewer](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/types-of-invitee/reviewer?type=v4-workflow&journey=workflow-creation) — a non-signing invitee who reviews the document and then approves or rejects it
    - [Group Signer](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/types-of-invitee/group-invitee?type=v4-workflow)
    - Group Reviewer

    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).

3. Click **Assign Documents** to assign the documents configured in the Create stage to this invitee. Invitees see and sign only their assigned documents. If you assign multiple documents, the invitee views them in the order you select them — the first document selected appears first.

> **Info — Note**
>
> Every invitee must be assigned at least one primary document, and every primary document must be assigned to at least one invitee.

> **Tip — Example**
>
> - **Borrower:** assigned the Loan Agreement and Property Documents.
>         - **Guarantor:** assigned the Loan Agreement only.
>         - **Bank Officer:** added as CC on the Property Documents only.

4. Click **+ Add invitee** to add more invitees, and repeat the steps above.
5. To add a [CC invitee](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/types-of-invitee/cc?type=v4-workflow&journey=workflow-creation), click **+ Add CC** at the bottom and provide their **Name** and **Email**. A CC invitee does not sign, but receives notifications about the document's progress.

> **Info — Note**
>
> All of these details can also be left blank for the workflow runner to fill while running the workflow.

### Configure invitee details

For each invitee, 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, provide the invitee's **Name** and **Email Address**/**Phone Number**. Whether the workflow runner can modify these details depends on the visibility and editability set on those fields using [Field Properties](https://knowledge.leegality.com/document-execution/workflows/v4/setup-configuration/field-properties).

### Set signing order

Two toggles control the signing sequence:

- **Set signing order:** Click and drag the invitee cards to rearrange the sequence. Enabling this toggle lets the workflow runner change the order of the invitees while running the workflow.
- **Lock signing order:** Enabling this toggle enforces the signing sequence. Invitees receive their signing links sequentially — the document moves to the next invitee only after the current signer has signed.

> **Tip — Example**
>
> If there are two signers, the document is sent to the second signer only after the first signer has signed.

For more details on locking the signing order, see [Set signing order](https://knowledge.leegality.com/document-execution/workflows/create-workflow#set-signing-order) in the document execution workflow.

### Configure invitee settings

Select an invitee card to view their settings in the right panel. The **Settings** tab groups the invitee-level options into the following sections:

- [**eSign Types**](https://knowledge.leegality.com/category/esign-types)**:** Choose the eSignature type(s) available to this invitee. Available options depend on your account configuration.
- [**eSign Prioritisation**](https://knowledge.leegality.com/document-execution/esign-type/aadhaar/prioritise-aadhaar-for-invitee?type=v4-workflow)**:** Set the preferred eSign type for the invitee. This works for **Aadhaar eSign** only.
- **Signature Appearance:** Control how the signature appears on the signed document.
    - [**Invitee Name on Signature**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/esignature-appearance/invitee-name-in-signature?type=v4-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=v4-workflow)**:** Ask the invitee to upload a company seal image.
    - [**Invitee Name Editing**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/esignature-appearance/invitee-name-editing?type=v4-workflow)**:** Allow or restrict name editing during signing.
- [**Webhooks**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/custom-url-and-webhook/webhook-and-url?type=v4-workflow)**:** Configure a custom webhook and URL for real-time status updates.
- [**Consent and Validity Controls**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/other-features/additional-consent?type=v4-workflow&journey=workflow-creation)**:** Add custom consent terms alongside the default consent.
- **Manage Invitee Interactions:** Control how the invitee interacts with the document during the signing journey.
    - [**Base URL**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/custom-url-and-webhook/webhook-and-url?type=v4-workflow)**:** Set a custom base URL for the invitee's signing journey.
    - [**Redirect URL**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/custom-url-and-webhook/webhook-and-url?type=v4-workflow)**:** Redirect the invitee to a specific page after events in the signing journey.
    - [**Add Supporting Documents**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/other-features/supporting-documents?journey=workflow-creation&version=v4)**:** Request additional documents the invitee must upload while signing.
    - [**Allow rejection of doc(s)**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/other-features/reject-to-sign?type=v4-workflow)**:** Allow the invitee to reject signing the document(s).
    - [**Custom message**](https://knowledge.leegality.com/document-execution/leegality-features/document-level/custom-message?type=v4-workflow)**:** Add a custom message that the invitee sees with the signing invitation.
    - [**Local Language Settings**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/local-language?journey=workflow-creation&version=v4)**:** Let the invitee complete the signing journey in a local language. 
- **Security Options:** Apply authentication and verification controls for the invitee. The following toggles are available:
    - [**1 Factor Authentication before document preview**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/security/one-factor-authentication?type=v4-workflow)**:** OTP verification via email or phone number before the invitee can preview the document.
    - [**2 Factor Authentication before document preview**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/security/two-factor-authentication?type=v4-workflow)**:** OTP verification via both email and phone number before the invitee can preview the document.
    - [**Capture GPS locations**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/security/capture-gps-location?type=v4-workflow)**:** Record the invitee's location at the time of signing, with optional accuracy- and location-based restrictions.
    - [**Capture Photo**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/security/capture-photo?type=v4-workflow)**:** Capture the signer's photo before they sign.
    - [**Send Document download link with OTP notifs**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/security/send-raw-document-link)**:** Send a link to download the raw PDF document in all OTP verification emails/messages.
    - [**Mask contact details**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/other-features/mask-contact-details?type=v4-workflow)**:** If enabled, contact details of other invitees will be masked from this invitee.
- [**Notifications**](https://knowledge.leegality.com/document-execution/leegality-features/invitee-level/notifications/)**:** Select how invitations, reminders, and updates are sent to the invitee — **Email**, **SMS**, or **WhatsApp**.
- [**Certificate Verification**](https://knowledge.leegality.com/document-execution/esign-type/aadhaar/signature-certificate-verifier)**:** Verify the intended signer's details against the digital signature certificate after signing.
- [**Contact Book**](https://knowledge.leegality.com/document-execution/contact-book)**:** Reuse saved contacts when adding invitees.

> **Info — Note**
>
> For CC invitees, only email notifications are available.

### Add custom fields to invitees

You can also add [custom fields](https://knowledge.leegality.com/document-execution/workflows/v4/custom-fields/overview) to invitees in the Invite stage from the **left panel**. Here, the options are:

- **Add to Invitee:** Adds the custom field to the selected invitee.
- **Add to Invitee Group:** Adds the custom field to an invitee group.

🔄 Repeat the configuration for all invitees, then click **Proceed** to move to the next stage.

---

## Step 5: Template Stage (Optional)

The **Template** stage appears only if you selected a template in Step 2. If none of your documents contain a template, this stage is skipped and you move directly to the **Finalise** stage.

Every template-type sub-document added in Step 2 appears here — including any you left disabled, since a disabled template can still be enabled by the workflow runner later and needs to be ready either way. If a primary document has more than one template, they are grouped under that document but configured separately.

The left panel shows a preview of the selected template, and the right panel lists all the template fields within it.

> **Note**
>
> The workflow creator cannot fill template fields for signing purposes — this is done by the workflow runner (and optionally the first invitee). Template fields also carry no editable Visibility, Editability, or Mandatory properties; they behave exactly as configured in the template itself.

### Preview with dummy data

Click **Fill Dummy Data** to temporarily fill every empty field with placeholder values, so the document renders realistically for coordinate placement in the Finalise stage. This data — and anything else typed into a template field at this stage — is never saved; it only affects how the document renders here and in Finalise. Re-opening the Create journey or editing the workflow later shows these fields empty again.

### Allow first invitee to fill

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.

> **Info — Template versioning**
>
> Template fields shown here are fetched from the template service. If you picked a specific version in Step 2, its fields are used. If you picked **Latest**, the fields shown here reflect whatever is newest right now — if a newer version is published by the time the workflow runner runs the workflow, they will see that newer version's fields instead.

Click **Proceed** to move to the Finalise stage.

---

## Step 6: Publish the Workflow

In the Finalise stage, you preview the pack, place the default signature coordinates, and publish the workflow.

### Preview documents

1. Use the tabs at the top to switch between primary documents.
2. Review each document before setting coordinates.

You can also **Download Documents** and **Download Coordinates** to review the configuration offline.

> **Info — Templates in the merged preview**
>
> Templates are not shown separately here — each merges into its primary document's preview, in the position its sub-document occupies. Every template selected in Step 2 is included, **even if you left it disabled** — so you can place coordinates for it now, ready for if the workflow runner enables it later. Deleting a template in Step 2 removes it from this preview entirely.

### Place signature coordinates

> **Info — Note**
>
> You can place **signature** coordinates only in this step. Other field types (such as date, name, or text) are not placed here.

A signature coordinate is where the invitee's signature appears on the document. By default, coordinates appear at the bottom of each page. To customise:

1. In the **Coordinate Placement** panel on the right, find the invitee.
2. Click the invitee's **signature button** — the coordinate attaches to your cursor.
3. Click on the document where you want the signature to appear.

Repeat for each invitee who needs to sign the primary document.

Configure coordinates for all primary documents in your pack.

> **Info — Copy coordinates across pages**
>
> After placing a coordinate, you can copy it to multiple pages:
> 
>     - **All pages within this sub-document:** Copies the coordinate to every page of the current sub-document only.
>     - **All pages across all sub-documents:** Copies the coordinate to every page of all sub-documents in the primary document.

### Publish

Once coordinates are placed, click **Publish**. The published workflow appears in the **V4 Workflows** list and is now ready for the workflow runner to use. To see how a published workflow is run, see [Run a pack](https://knowledge.leegality.com/document-execution/workflows/v4/run-a-pack).

> **Info — Customise stages with Visualisation**
>
> **Visualisation**, available in the **left panel** throughout the workflow editor, lets you hide or rename the stages the workflow runner sees. For details, see [Visualisation](https://knowledge.leegality.com/document-execution/workflows/v4/setup-configuration/visualisation).