Simple Sign

Updated over a week ago

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4 min read

Overview

 

This is a manual action that lets the user interactively pick the position for their signature(s) on the file by dragging and resizing the wet signature image on the file preview. User can also position a text label(s) on the document. After signing is done, Willow seals the document with the Willow360 Digital Certificate.

 

Rules

 

  • The person who creates the workflow chooses users who can perform manual Simple Sign operation (Available Signers)
    • Signers may be specific users of the organisation or be decided dynamically from the form data (user type)
  • All the signers get the notification that they need to sign the file
  • Only one signer needs to sign a file for it to proceed with the workflow
  • Signing is done on the File View using Simple Sign action
    • This action is not available as a bulk action on To-do List Screen
  • While signing is in progress, actions in the Action Bar are replaced with the new set - Done Signing, Add Signature, Add Label and Cancel
  • Adding signature is the main purpose of the SimpleSign action
    • The dialog that the action opens is the only place where users can manage their signatures (add/edit/delete)
    • For each user, we store the list of their signatures
    • If no signature has been created yet, as soon as the signer clicks the Add Signature button, they are asked to create a signature by providing a name and image that represents the signature.
    • If the signer has already created signature(s):
      • By default, the most recently used is offered for signing
      • There is a list of all their existing signatures (Choose another signature link), so they can choose one to use for the signing
      • The list is ordered alphabetically
      • The signer can add, change (both signature name and file can be changed) or delete their signatures from the list
      • If no signature is used and multiple are added (the only way to achieve this is to add multiple signatures and then click Cancel when asked to sign), the first in alphabetical order will be initially offered as the default one
      • When a signer picks the signature, they are asked to position it on the document by dragging and resizing the signature
      • A signature may be removed by clicking the Remove button below the signature
      • Dragging and resizing are limited by the document's edges
      • The signer can add as many signatures as they want. They can add different signatures or the same signature several times to the document.
      • Maximum signature image file size is 5MB.
  • Adding a label (text) is a side feature of the SimpleSign action
    • When the Add Label button is clicked, the dialog opens and lets the user pick the text they want to add to the document
      • Common uses of this feature is to add the current date, signer's name or job title etc.
      • User can put multiple lines of text by using Enter key.
    • When a signer enters the text, the label is added to the document and they are asked to position it by dragging and resizing the label
    • A label may be removed by clicking the Remove button below the label
    • Dragging and resizing are limited by the document's edges
    • The signer can add as many labels as they want
  • Movement and Scaling of a signature/label should obey the following rules:
    • Moving
      • Moving signature/label is allowed over the PDF viewer's full area. 
      • Upon the mouse-up event, the signature/label snaps to the page boundaries.
    • Scaling
      • Scaling is limited to the page boundaries. The exception to this rule is when the signature/label is expanding in the direction of another page, in which case scaling should be allowed. 
      • Upon the mouse-up event, the signature/label snaps to the page boundaries.
      • When the signature/label is scaling over another page only origin page boundaries determine the maximum width and height of the scaling signature/label.
      • While scaling, the opposite corner to the one used should never move.
    • Snapping
      • The signature/label will snap to the page that contains a bigger part of the signature/label visible height.
      • When snapping to the new page the signature/label width and height will adjust to the new page boundaries.
  • When the signer clicks Done signing, the file is sent for signing and the “Simple Sign is in progress” bubble will appear on top of the document. After it's finished, the File Preview is refreshed and a new history item is added to file history (e.g. Simple Sign applied 06/07/2022 11:48 AM by Ben Wright - where Ben Wright is the signer)
    • If no signature is applied, we prompt the user with the “Are you sure that you have finished signing this document?” dialog
  • When the signer clicks the Simple Sign action button and the file preview is not loaded yet, they will get a modal dialog with the message "Please wait for document preview to load". That means that only when the file preview is visible, the signer can put a signature on it.
  • If the signing fails after Done Signing is clicked, we add Failed action to the File History, resend the notification to signers and revert the state of the file to Waiting for Simple Sign (as if the action wasn't performed)
  • It's possible to use Simple Sign action on mobile devices

 

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