Signature packets

A packet gives the document team a stable working record. The owner selects an organization and signing template, gives the packet a number and name, and records the intended send date. The revision identifies which version is under review. The document hash, signer identity and signing order give the team a way to compare later signer evidence with what was prepared. A change after review calls for a new revision and another decision rather than quiet edits to the prior one.

• Packet identity. Use the number, name and organization to identify the work in handovers.
• Preparation. Keep the chosen template, revision and document hash together before sending.
• Completion. Compare the completed signer count and signed date with the signer events.

Agree which person owns each packet, which organization holds it and how the template is chosen. Decide how the team records a returned review decision, and who can mark a packet sent after approval. Define what evidence is required before a completed status is accepted. The signing provider supplies the actual envelope reference and signature event; the team records that reference against the packet.

Consider a vendor agreement prepared for one organization. The owner enters the agreement as a draft packet, assigns the template and confirms the intended signer order. Preparation fixes the revision and document hash. The reviewer sees that exact revision before a provider envelope is sent. After the signer events arrive, operations checks the provider reference and document hash before the completed count changes. If the agreement is changed after a rejection, the successor revision retains a clear reason in the history.

The handoff should be checked on a real packet, not just on a status label. Open the linked record and compare the people, revision and provider evidence behind the decision. If the record is returned or uncertain, keep it visible to the person responsible for the next action. The next team should be able to explain what was received, what was accepted and why the packet changed state.

Before sending, compare the reviewer’s decision with the packet revision in hand. A decision for an older revision leaves the changed document awaiting review, even if the packet number is unchanged. After dispatch, the owner should be able to identify the envelope from the provider reference and distinguish a sent packet from one supported by accepted signer evidence. Use the status board to find the packet, then open its events and decision when a signer or reviewer asks why it moved forward. This keeps the next action tied to the document that was actually prepared.

• Packet Status Board — Packets grouped by their current signing status.
• My Signature Packets — The owner’s packets with send dates and revisions.

Follow packet preparation and signer verification.