Dynamic Signature allows you to automatically define who should sign a document based on the responses in a form, providing greater flexibility in approval workflows without the need to preconfigure fixed users.
This way, signers are automatically assigned based on the data entered when completing the form.
🔍 What is a dynamic signature?
Dynamic signers are people who are automatically designated based on the responses in a form.
This configuration is especially useful for processes where those responsible may vary, such as shifts, temporary assignments, or approvals from different departments.
For example, if your form includes a question such as:
“Who should approve this document?”
The system will use the response (email address or selected value) and send the signature request to that person once the form is submitted.
⚙️ How to configure dynamic signers
Accessing signature settings
Go to the Forms section in the main menu.
Open the form you want to configure.
Click the Configure Signature tab.
General configuration options
Required signature: All configured users must respond, either by signing or rejecting the request.
Optional signature: Only one of the configured signers needs to sign the document.
Configuring signers
Select the person responsible for the request.
Click Add signers.
Select the Dynamic signer option.
Select the form questions that will determine the signers.
They can be Data list selection questions (location or custom lists).
Or Text questions with email address validation.
Click Save changes.
⚠️ Important:
For questions using custom lists, the email address that will receive the request is the one registered in Attribute 1.
🔄 Signature workflow types
After defining the signers, you can choose the workflow type:
Simultaneous signature: The request is sent to all signers at the same time.
Signature sequence: The request is sent in the order you define. Each signer receives the request once the previous signer has completed their signature.
💡 Note: If you configure the signature as optional, the sequence option will not be available.
🧩 How it works
Once dynamic signature is configured, the signature workflow is automatically generated every time a form response is submitted.
Depending on the configuration, signature requests can be simultaneous (all signers receive the request at the same time) or sequential (once the first signer signs, the request is sent to the next signer).
💡 Benefits of dynamic signatures
Operational continuity: Signature workflows remain active even when responsible users change.
Avoids bottlenecks: Absences or replacements do not stop document approvals.
Automatic assignment: Signers are determined based on the actual information provided in the form.
Reduced errors: The risk of selecting the wrong signers is minimized.
⚠️ Important considerations
Each signed document consumes 1 action.
If the form uses the email address of a registered DataScope user, it must be the same email address configured for their signature so they can log in and sign correctly.
If a different or unregistered email address is used, the request will be sent as an external signer.