WillowSign

Overview
 

WillowSign allows users to sign a document in a legally binding manner, by applying a wet signature and then sealing it with the digital certificate. We use the SignWell service for this and the security and legal binding of the signature is provided by their E-Signature Compliance.

Rules

• This action is a premium Willow360 action. It costs 3 credits to perform it.
  • Please note that we deduct credits for this action as soon as signers have been added - when Done adding signers button has been clicked. That's the time when SignWell service charges us.
• Signing of the document consists of two phases:
  • Preparing the document for signing by specifying who the signers are and where they need to sign. They can also add additional fields like date or text labels and specify who fills them in.
  • After that, the document is sent to each signer. After they all complete signing, the document is sealed with the digital certificate, sent to each signer by email and continues with the workflow.
• During the action configuration, currently there's nothing that can be configured.
  • Please note that when there are file modifying actions after this action (like Stamp, Watermark, another WillowSign action etc), it will show a warning that the digital certificate will be broken.
  • Split action cannot be placed before WillowSign action.
• There is a size limit of 20MB for files that enter the workflow with WillowSign action. Bigger files get rejected.
• When the document comes to this action during processing, the notification is sent to the user who added the document to prepare the document for signing.
  • We convert the document to pdf before uploading it to SignWell for signing. The conversion and uploading may take some time and the notification is generated only after these background tasks are complete.
• That user then prepares the document for signing by adding signers and placing their signatures (or other fields like date, text labels, checkboxes…) for every signer of the document and clicking the Done adding signers button upon completion.
  • Initially, the user who prepares the document will be offered as a signer
  • You can then add more signers by creating their contact details (name, email, etc). The signers don't have to be Willow users.
  • …or search through the list of signers you have previously added for your previous documents
• The document is then sent to each signer by email. Willow users additionally get the bell notification that they need to sign.
  • A history item is added to the file to indicate that the document is sent for signing. In the details of the item, we show the list of signers of the document (alphabetically ordered).
    • The person who added signers will have a more detailed view of the signers in the last Signers Added history item details. They will have an option to Send Reminder to whoever hasn't signed the document yet. If the signer has already signed, we show the “signed” label next to them. A reminder sends an email to the signer to remind them to sign the document.
  • The links from the email to sign the document last for 90 days.
• Willow users are taken to the File View to sign the file and external users are taken to the signing page (that looks like a regular Willow page).
• They can add their signature in one of three ways:
  • Automatically generate a signature from their name
  • Draw signature
  • Upload a signature image
• If a signer navigates away during the signing, they will be warned with the modal dialog
• Signers will see the original version of the file (before WillowSign action) until they sign. After they sign, they will see the current version with their signature applied, along with placeholders for all remaining and completed signatures of other users.
• After all signers complete their signatures (and other fields assigned to them), the digital certificate is applied to mark the completion of the signature process.
  • After every signer completes, the history item is added. Eventually, after all of them sign, another history item is added indicating that the signature process is completed (all signers listed in the history item details, alphabetically ordered).
• The fully signed document is then sent by email to all signers, the action is completed and the document continues with the workflow.
• When a signer has been deleted the user who added the file gets the notification that the signer is missing.
  • If the user who added the file has been deleted, then the notification is shown to all persons who Can edit workflow, if any. If there are no users with Can Edit rights, the notification is sent to all administrators, as a fallback.