Assign signers, roles and recipients

Assign a role and recipient to every person who must act on a request. The role makes the task understandable; the recipient address determines who receives the invitation for that response.

Identify the initiator

The person starting the response may appear as Respondent in To be signed by. Some processes start with their signature; others begin with a request whose first signature belongs to a reviewer. Check the actual setup rather than assuming the creator, respondent and first signer are always the same person.

Use role names people recognize, such as Employee, Manager or Guardian. Avoid putting a changing person's name into the permanent role label unless the process genuinely belongs to that individual.

Configure recipients

1. Open Setup workflow for the intended form.
2. Review the signer list and each Enter signer designation / role field.
3. Decide whether a role uses a fixed email address or an address supplied for that request.
4. Map the intended response email field where the setup uses respondent-provided recipients.
5. Review the recipient list when preparing Email invitations. Check spelling, role and order together.

A response-provided address lets the requester identify a manager or other signer. Explain whose address belongs in that field and validate it before sending. Do not use an ordinary text answer as an email without checking that it contains the intended recipient.

Required and optional recipients

An ordinary required signer needs a usable recipient and their required action. An empty address is a configuration problem to resolve.

An optional workflow signer has a specific rule: when their email resolves empty for the response, the step is skipped. When an email is present, they act as a required signer. Use this deliberately, for example for a second reviewer who applies only to some requests. See conditional and optional steps.

Preview and maintain

Check each role's visible fields and signing task with synthetic requests. Staff-only questions should belong to the staff role rather than the public respondent. Use separate people for distinct signing capacities, even when one person sometimes fills both roles.

If a request reaches the wrong person or stalls, inspect the actual response's recipient values and active stage. Changing a role label alone does not correct an already supplied address. Follow workflow troubleshooting before creating a duplicate request.