WF-04 — Contract & E-sign

Approved deal/document request → governed template selection → auto-population from canonical data → preview/diff → review → approve → sign → archive. Owner: Legal — Mariam Al Suwaidi · workflow definition v3.2 · effective 02 Jun 2026.

WF-04 CON-02 CON-03

Generation preview E-sign evidence

Instances in flight

6 in review · 5 out for signature · 3 blocked

Median request → signed

2.1d

▲ 0.4d faster vs Jun 2026

Releases blocked (data)

Missing / stale required values

Overrides awaiting review

Legal override review queue

Envelopes expiring ≤ 72h

Reminders sent day 3 / 7 / 12

Process map — happy pathPublished v3.2Simulated 30 May 2026 · pass

Approved deal / document request→ Select approved template + binding version→ Auto-populate governed data (source snapshot)→ Preview & diff→ Legal review→ Approve & release (authority matrix)→ Send envelope · collect signatures→ Callback validated · hash locked→ Archived — evidence package linked

Document states: draft → review → approved → sent → signed → archived (terminated branch available before signature). An approved, sent or signed version is never changed in place — re-generation after a source-data change always creates a new document version with comparison (CON-02).

Exception paths4 defined

Auto-populate→ Required value missing / stale / unauthorized→ Release blocked — data exception DX

Preview & diff→ Manual override entered (allowlisted field)→ Override review — Legal→ Rejected — returned to draft with reason

Envelope sent→ No signature by expiry (day 14)→ Envelope expired — void, new version required

Send to e-sign provider→ Provider outage / callback failure→ Queued on retry schedule — manual hold after 4h

Owner & definition (§8.3 standard)WF-04 v3.2

Owner: Legal — Mariam Al Suwaidi
Version: v3.2 · published 02 Jun 2026 by Vikram Nair (Config Admin)
Trigger: Approved deal or document request (deal stage = Approved, or standalone request DR-…)
Preconditions: Template approved & active · binding validated · KYC status Clear on all parties · required master data complete
States: draft · review · approved · sent · signed · terminated · archived
Terminal outcomes: Archived (signed) Cancelled Expired — void
Required evidence: Source record IDs + versions, snapshot ID, preview diff, approval record with authority snapshot, provider transaction ID, certificate, final SHA-256 hash
Policy snapshot: Approvals resolve from the authority policy snapshot at submission; re-evaluation only via named legal/security rule (auditable)

Controls (Table 14, expanded)Authority matrix

Control	Enforcement point	Evidence retained
Template / binding version pin	Generation start	TPL + BND IDs and versions on document header
Source snapshot	Auto-population	Snapshot ID, source record IDs, resolved values, timestamps
Missing / stale data block	Release gate	Data exception record with named approved exception, if any
Override permission + reason	Preview / diff	Overridden value, reason, actor — visible in diff; never writes back to master
Release authority	Approve & release	Approver, role, authority-matrix snapshot AM-2026-06 §4.2
Evidence hash + lock	Callback validation	Provider transaction ID, signer events, certificate, final SHA-256; record locked (CON-03)
Immutable versions	Whole lifecycle	Approved/sent/signed never edited in place — new version + comparison

Exception paths & recoveryReasons mandatory

Exception	Detection	Recovery	Owner
Missing / stale data	Auto-population resolver flags required variable	Fix canonical source (e.g. party master), regenerate as new version; or named approved exception	Requesting agent + data steward
Override rejected	Legal override review queue	Return to draft with reason; re-enter or drop override; diff re-run	Mariam Al Suwaidi
Envelope expired	Provider expiry event (day 14)	Void envelope; regenerate document version; re-approve if source changed; resend	Deal owner (Omar Haddad)
Provider outage	Callback timeout > 15m / health probe ESIGN-01	Idempotent retry 5m→4h backoff; after 4h manual hold + provider health incident	Integration owner
Signer declines	Provider decline event with signer comment	Document → terminated; deal returned to negotiation; reason recorded	Deal owner + Legal

Timers & escalation (§8.3)Business calendar: UAE · Mon–Fri

Timer	Warning	Breach	Escalation
Legal review SLAPauses on public holidays	6 bh	1 bd	Legal team lead → Mariam Al Suwaidi
Approve & release SLA	1 bd	2 bd	Rashid Al Farsi (deal side) + Legal
Envelope reminders	day 3 / 7	day 12	Signer reminder → agent call task
Envelope expiry	−72h	day 14	Void + rework task to deal owner
Provider callback	15m	4h	Retry queue → manual hold → integration incident

bh = business hours, bd = business days. Breaches appear in RPT-23 Workflow & Approval Bottlenecks and the owner's work queue.

Screens involved6 screens

Step	Screen	Primary role
Trigger — approved deal	Deal Workspace	Agent / Sales Manager
Template + binding selection	Template Registry · Binding Editor	Legal / Contracts
Auto-populate · preview · diff	Generation & Preview	Agent + Legal
Review · approve · release	Approval & Release	Legal (authority holder)
Sign (external signers)	Signing Portal	Signatories
Evidence lock & archive	E-signature Evidence	Records / Auditor

Worked instance — Amina Noor · DL-2026-0142Archived 17 Jul 09:41

15 Jul 2026 09:12
Trigger — deal approved
DL-2026-0142 · Amina Noor · unit PR-A-1103 · AED 1,850,000.00 · approved by Rashid Al Farsi → document request DR-2026-0466 (SPA)
15 Jul 2026 09:13
Template + binding resolved
TPL-SPA-011 v6 (EN/AR, translation Verified) · binding BND-114 v9 · both pinned to document DOC-2026-0871
15 Jul 2026 09:13
Auto-population from snapshot SNAP-99127
42 / 44 variables resolved (party PTY-0044821, unit PR-A-1103, payment schedule PS-0142). 2 flagged: parking bay (allowlisted manual), Emirates ID shown masked 784-19●●-●●●●●●●-●
15 Jul 2026 09:40
Manual field completed with reason
Omar Haddad set parking bay “P2-118” · reason “Allocation confirmed with Elena Petrova” · marked manual in diff
15 Jul 2026 11:05
Legal review passed · 1 override reviewed
Mariam Al Suwaidi approved payment-plan wording override; override visible in diff, no write-back to master
15 Jul 2026 14:22
Approved & released
Authority snapshot AM-2026-06 §4.2 (contract value ≤ AED 5,000,000) · approver Mariam Al Suwaidi · release unblocked — all required values present
15 Jul 2026 14:30
Envelope sent
ENV-20260715-8842 · provider profile DS-PROD-01 · signing order: buyer → seller → authorized signatory · expiry 29 Jul 2026
16 Jul 2026 10:04
Buyer signed
Amina Noor · SMS OTP assurance · IP 94.20●.●●●.18 · provider event stored
17 Jul 2026 09:41
Completed — evidence locked
Noor Development Group signatory signed · callback validated · final hash sha256:7f3a…c91e · contract CT-2026-0350 archived, evidence package linked

Static render mockup — no live data. Source: ERP Modern Development Specification v2.0 (§8.2 Table 14, §8.3) · Covers: WF-04, CON-02, CON-03.