Unblock contracts stuck waiting on your own signature

Deals should never die waiting on our own signature. Watch DocuSeal with a poll trigger on the submitter completed event, so this runs every time an individual signer finishes rather than only when a document is fully executed.

As soon as it fires, call Get Submission in DocuSeal for the submission that signer belongs to and read the full list of submitters, each one's completion status, and when their signing request was sent. Classify every submitter as internal or external by email domain: addresses on our own company domains are internal, everyone else is the counterparty. Keep the internal domain list as a configurable input so we can add domains later.

If every submitter is already complete, stop immediately and do nothing. No Slack message, no note, no email. A finished contract should never generate a chase.

If the counterparty submitters have all signed and the only outstanding submitters are internal, treat this as a countersignature block. This is the case I care most about. First find the related deal by calling Search Deals in HubSpot using the counterparty company or contact name from the submission, and pull the deal amount. Then send an urgent message with Send a Message in Slack that tags the internal signer directly and states the counterparty name, the contract value from the deal, how long the document has been sitting, and the direct signing link for that submitter taken from the submission. Also call Update Submitter in DocuSeal for that internal signer to re-send their signature request email, so the link is waiting in their inbox as well. If more than one internal signer is outstanding, tag them all in a single message rather than sending one message per person.

If the outstanding submitter is the counterparty instead, stay quiet by default. Only act once they have had the document for more than two business days, counting weekdays only, and make that threshold a configurable input. When it is crossed, send a noticeably gentler Slack message to the deal owner suggesting a follow up, and re-send the signature request email with Update Submitter. Do not escalate or tag anyone urgently for a customer who is simply still reviewing.

In both of those branches, after locating the deal with Search Deals, attach a note to it using Create Note in HubSpot recording which submitters have signed and when, which are still pending, and what action this workflow just took. If Search Deals returns no confident match, skip the note and say so in the Slack message rather than guessing at a deal.

Let me configure the internal email domains, the Slack channel for alerts, the mapping from internal signer email to Slack user so tagging actually notifies them, and the business day threshold before a customer gets nudged.