Sign the record document assigned to you¶
A signing task lets the assigned person review the current main document on a linked record, place their saved signature and submit the result. Zerohive then applies the signed document to the record and completes the workflow task after it receives the matching result.
Availability: These steps follow all eight signing states in WorkOS Final Screens. The current frontend provides a local signing preview with page navigation, a movable signature-position box and optional text fields. It does not submit or save a signature. The steps below describe the intended connected journey; connected delivery remains to be verified.
The preview uses a fixed task and document. The position box appears only on the third sample page, and Fit to page is inactive. Apply signature changes the displayed preview state, and Restart signing opens another example. Its progress indicator, completed message and record link do not prove a saved signature or identify your actual assigned record. Confirm the task and resulting record in a connected service.
Before you start¶
Use the correct workspace and your own account. The task must be assigned to you. If it came from a pooled queue, claim it through the supported work-list flow before signing. Queue membership alone does not make you the signer.
The task must still be actionable, have a completion route and belong to a workflow linked to a record. An approval task uses its approval action; it is not a signing task. You also need the relevant workflow and record access, permission to complete the task and an enrolled signature. If your signature is missing, the readiness message directs you to add it in your profile.
Signing uses the record's current primary PDF, meaning its main document at the time of the check. A supporting file, an older version or a workflow attachment is not interchangeable with that document. The system checks readiness again when opening the signing viewer and submitting work, because assignment or the document can change while the page is open.
The inspected Records lookup excludes personnel records from this signing flow. Seeing a file in a staff record does not establish that it can be signed through this task.
Review and place your signature¶
- Open the assigned signing task from your work list. Confirm the task title, record reference, subject, due information and current document.
- Read the readiness message. When Ready to sign and Review and sign are available, select Review and sign.
- In the governed viewer, confirm the filename and expiry time. Use Pages, previous/next and Fit to page to review the document before placing the signature.
- Choose the correct page and move the highlighted signature block to the intended position. Keep it within the page and check that it does not obscure important text.
- Enter Reason shown with signature (optional) or Date label (optional) only when needed. These are text printed with the saved signature image. The date label does not automatically insert or verify a signing date, so use the actual intended text rather than assuming the example “Signed on” supplies a timestamp.
- Select Apply signature when satisfied. The connected flow must prepare the signed file and submit it for application to the record. Placing the signature is not, by itself, confirmation that the record or workflow changed.
- Follow the saved operation result. While Adding your signature / In progress is shown, allow processing to finish; the design permits returning to your task list while the result is checked.
The placement screen also offers Cancel before application. Its connected close/cleanup behavior still needs verification; do not use that control as evidence that an already submitted operation was reversed.
Read the outcome correctly¶
| Displayed outcome | Meaning and next step |
|---|---|
| Not ready | A prerequisite is unmet. Read the reason and resolve it before opening a new signing session. |
| In progress | The operation was submitted and the signed document is being applied. This is not the completed result. |
| Document signed / Completed | The matching Records outcome was processed and the workflow task completed. Select View record and confirm the resulting document. Other workflow steps may still remain. |
| Signing could not be completed / Try again | A rejected application allows a fresh attempt. Use Restart signing, check current readiness, review the latest document and place the signature again. |
| Signing needs attention | The result needs investigation. Contact support and leave the held operation alone; this state does not offer a safe self-service retry. |
| Signing was cancelled | The operation was closed because its workflow ended. It cannot continue. This is not proof that a previously dispatched change was removed from Records. |
The completed design still shows Assigned in its task details, and the cancelled example has the same stale task label. These discrepancies are tracked for correction. Check the saved task and operation outcomes together instead of relying on that example label.
An operation's finished time can describe completion, rejection, a support hold or cancellation. Read it with the outcome. It is not always evidence of a successful signature. The in-progress screen has no verified percentage or completion-time estimate.
Resolve a blocked task¶
| Reason | Useful next step |
|---|---|
| The task is assigned to someone else | Confirm the assignment with the process owner. Do not use another person's session or saved signature. |
| The task or workflow ended, changed state or lost its completion route | Refresh the task and ask the process owner to resolve the workflow state. |
| The task is an approval task or has no supported record link | Return to the correct task action; uploading a PDF does not convert it into a signing task. |
| The main document or its current version is unavailable | Ask the record owner to restore the intended document or resolve its state. |
| The current main document is not a PDF | Ask the record owner to supply the correct supported document. Changing a filename extension is insufficient. |
| Your saved signature is missing | Add it through the supported profile flow, then check readiness again. |
| Signing is already in progress | Check the existing operation instead of starting another one. |
| The operation needs attention | Ask support to reconcile the workflow, record and signing result before any further action. |
Several prerequisites can fail together, such as an unsupported document and a missing saved signature. Resolve all displayed reasons. A temporary service error does not necessarily mean the document or signature is missing.
The inspected blocked screen illustrates an unavailable primary document. Complete screen variants for the other reasons, combined blockers, permission denial and signing-session expiry still need reconciliation. The table explains source-supported behavior without inventing controls for those variants.
Recover without creating a second uncertain result¶
If applying or submitting times out, check the saved operation and record before trying again. A lost response can occur after work has started. Do not infer failure from a spinner, a closed tab or an expired viewer.
When Restart signing is genuinely offered for a rejected operation, begin a fresh attempt against the latest document. Do not reuse an old signed file merely because you still have it locally. If the document changes after the viewer was issued, the current-version checks can reject the attempt; reopen the supported task flow and review the new version.
If Needs attention appears, the record may require investigation even though the workflow task has not completed. For example, a record result can arrive while the workflow definition needed to continue is unavailable. Support must determine what saved in each part of the system before resolving the hold.
For help, provide the task and record references, visible outcome, time and whether the problem happened during placement, submission or result checking. Share an operation reference only through an authorized support channel. Keep temporary viewer links, upload capabilities and signature files out of ordinary messages.
Managers can use the saved task and resulting record version to follow completion, while recognizing that signing one task does not finish every step in the process. Executives should distinguish a submitted signature from an applied record result. Administrators and support teams need the same distinction when deciding whether a restart is appropriate; access to a support role does not make that person the assigned signer.
For the separate account preparation step, use signature enrollment and replacement. The guide distinguishes a selected image, saved enrollment and current signing readiness, including the unconnected frontend and uncertain replacement limits.