# Signing is solved. The workflow around it is not.

Workflows pick the documents and the signing order. Dynamic documents rewrite the wording. Here's how one set of answers does both.

Source: https://flowsign.app/blog/signing-is-solved-workflow-is-not
Published: 21 October 2026

Signing a PDF is solved. Getting the right document to the right people, in the right order, is not.

## The four jobs around the signature

Every set of documents you send comes with the same four jobs:

- **Picking the documents.** Which ones in the folder apply to this person?
- **Fixing the wording.** Swap the name, change the dates, delete the clause that doesn't fit.
- **Setting the order.** Who signs first, who waits and who only needs a copy.
- **Closing the loop.** Chasing the signed copy and telling the next team it's done.

Each one is a chance to send the wrong version. None of them is the signature.

Only need one signature on one PDF? Our guide to [signing a PDF online](https://flowsign.app/blog/how-to-sign-a-pdf-online) has you covered.

![A container ship under the gantry cranes at Lyttelton Port, with the harbour and green hills behind](https://flowsign.app/marketing/places/lyttelton-port.webp)

*The container terminal at Lyttelton Port.*

## Let the answers do the editing

We built Flowsign so a few answers make those decisions. Set the rules once on a template, and every send follows them.

- **Workflows pick the documents.** An answer includes a document, leaves one out or brings in another role.
- **Dynamic documents pick the words.** A clause shows only sometimes, or an answer chooses between two versions.
- **One question can do both.** A dynamic document's questions sit on the workflow canvas too.

![The workflow builder's What happens next? menu, offering to ask the sender a question, ask a role a question, or include or exclude documents](https://flowsign.app/blog/building-a-workflow-next-step-menu.png)

*The + on each card offers only the next steps that make sense there.*

The [workflows](https://flowsign.app/features/workflows) and [dynamic documents](https://flowsign.app/features/dynamic-documents) pages go into the detail.

## One new starter, two questions

Your HR team sends a new starter pack every week: an employment agreement (a dynamic document), a vehicle policy and a code of conduct.

The template has three roles: Hiring manager, New starter and Payroll.

1. **The sender answers two questions.** Permanent or fixed term? Company vehicle?
2. **The wording sorts itself out.** Fixed term swaps in the fixed-term clause and asks for an end date. Merge fields fill in names, start date and salary.
3. **One answer does two jobs.** Yes to a company vehicle adds the vehicle clause and the vehicle policy. No leaves both out.
4. **You check it before it goes.** The send form lists the documents and signers your answers produced.
5. **People sign in order.** The hiring manager signs first, then the new starter, by email or in person on a tablet. Payroll gets a copy once everyone has signed.
6. **The record comes back sealed.** Everyone gets the signed documents and the certificate of completion, with the audit trail inside it. Any edit after signing breaks the seal.
7. **Your other systems hear about it.** A [webhook](https://docs.flowsign.app/webhooks/overview) tells your HR or payroll system the package is complete, so nobody has to.

![Workflow preview: the New starter role leads to the question Will you drive a company vehicle, with the Yes path highlighted](https://flowsign.app/marketing/screens/building-a-workflow-workflow-preview.png)

*Preview follows one set of answers through the workflow and highlights the path.*

Next week's fixed-term hire with no car? Same template, different answers, and nobody opens a Word file.

Hiring a whole intake? Bulk send runs the template for a list, and each row can answer the questions itself.

Video: [Sending from a template](https://flowsign.app/videos/sending-from-a-template)

## Which plan you need

Workflows are on Business and Enterprise. Business has a set number, and Enterprise has no cap.

Dynamic documents and webhooks are on Enterprise, so the full pack above is an Enterprise setup.

Templates, the audit trail and the certificate of completion are on every plan. The [pricing page](https://flowsign.app/pricing) has the rest.

## Bring us your messiest pack

Got a folder of near-identical Word files of your own? That's the one to start with.

[Book a demo](https://flowsign.app/request-demo) and tell us what your team sends. We'll walk you through it using your own documents.

Rather read up first? Here's how [templates, workflows and dynamic documents](https://flowsign.app/blog/templates-workflows-and-dynamic-documents) fit together.