E-Signature
Signed from the record. Filed by the record.
Most e-signature tools live outside the business system, so every agreement is exported, uploaded, chased and filed by hand. DemandFlow® puts e-signature inside the platform: the request is raised from the wayleave, quote, offer letter or licence it concerns, the signer signs from a secure link with no account, the PDF is sealed with a PAdES signature and an RFC 3161 timestamp, and the record moves itself when the signature comes back.
The Challenge
The signature service knows nothing about the agreement, and the business system knows nothing about the signature
The wayleave, the quote, the offer letter or the supplier NDA is exported, uploaded somewhere else, sent and chased. When the signed copy comes back somebody has to find the record it belongs to, update its status and file the PDF. The evidence of who signed, when and from where sits in a separate account that the business system cannot see.
Re-keyed outcomes
The quote is accepted in the signature tool but still open in the CRM; the offer is signed but the candidate is still waiting; the wayleave is granted but nobody has started the landowner billing.
Evidence somewhere else
The audit trail and the signed PDF live in another vendor’s account, outside your retention rules and your audit.
A tool per team
Sales, recruitment, procurement, legal and the wayleave team each buy their own seats and keep their own templates.
Prepare and send
Documents, recipients and fields on a live PDF, with routing that matches the agreement
Upload one or more PDFs, add signers, approvers and CC parties with a signing order and an email link or email link plus access code, and drag signature, initials, date, text and checkbox fields onto the rendered pages in each recipient’s colour. Parallel routing notifies everyone at once; sequential routing releases each signing order as the previous one signs. Save any request as a template with its documents, roles and field layout, and raise the next one from it in seconds.
- Send checks: at least one document, one signer and a placed field for every signer
- Resend the link to one recipient or all, remind a recipient from the tracking view, or void with a reason sent to every party
- Invitation, reminder, completion, declined and voided emails from app@demandflow.com
- Internal signing inside DemandFlow for the user whose email matches the recipient, after a consent dialogue naming ESIGN, UETA and eIDAS
Signing and evidence
A single-use link, a sealed PDF and a hash chained audit trail
Each recipient receives a single-use link at sign.demandflow.com built on a 32 byte token of which only a hash is stored. With an access code set, the signer has five attempts in a 30 minute window before the link locks. The signer gives consent, signs by typing or drawing, and the submission records IP address and user agent, rejects used links and finished requests, and is rate limited. When the last signer signs, every field and signature is burnt onto the PDF, each document is sealed with a PAdES signature using an SSL.com organisation certificate and an RFC 3161 timestamp, a Certificate of Completion is built server side, and a completion email goes to all parties.
- Append-only, hash chained audit events: created, sent, viewed, signed, declined, completed, voided, reminder, resent, authentication challenge and failure
- Certificate of Completion with every document’s SHA-256 and every signer’s role, status, authentication, consent, IP address and routing order
- Sealed PDFs written to your tenant storage and to an Object Lock write-once bucket for seven years
- Signed documents offered to recipients in the portal library when downloads are enabled
Automation in the estate
Wired into the records across DemandFlow
Each of these flows is a button on the record. The request is stamped back on the record and completion moves it on without anyone re-keying the result.
Wayleave agreement
Send for signature on a wayleave with the agreement attached. The landowner signs. On completion the wayleave becomes Granted with its signed date and the landowner’s recurring bill schedule is synchronised into accounting.
Colocation licence variation
Send licence on a tower colocation application. The applicant signs. The envelope is stamped on the application and Refresh licence reports its state.
Sales quote
Send for signature renders the quote PDF into the template and links the request to the quote and deal. The deal contact signs. The quote moves to accepted at the moment of signing, or rejected on decline, and any fibre quote on the same deal is accepted with it.
Offer letter
Send offer merges the offer terms into the letter template and marks the offer sent. The candidate signs. The offer becomes accepted or declined with a dated note, a lapsed offer is marked expired, and acceptance hands over to onboarding. Withdraw offer voids the request.
Placement onboarding pack
Start onboarding turns every E-sign pack item with a template into a draft request bound to the candidate, held for the recruiter to review. Send pack sends it; the onboarding gates show Out for signature in flight and Signed on completion.
Any agreement
New request or Use template in the cockpit for master services agreements, mutual NDAs and contractor agreements, with any mix of signers, approvers and CC parties, internal or external, in any order.
What changes
One signature service for every team, inside the system of record
- Sales, recruitment, procurement, legal and the wayleave team send from the records they already work in
- Landowners, contractors, candidates, suppliers and clients sign in the browser with no account
- Quotes, offers and wayleaves change state the moment the signer acts
- Every signed PDF is sealed, timestamped and kept in write-once storage for seven years
- A Certificate of Completion and a hash chained audit trail for every request
- Available as a signing-only product for teams that want DemandFlow e-signature on its own
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