How to Use Simple Sign

Simple Sign is a manual action in Willow360 that allows users to add a wet-style signature and optional text labels directly to documents during workflow processing. It’s ideal for internal approvals or informal confirmations that don’t require legal binding.

Of course. Here is the corrected version of How to Use Simple Sign:

How to Use Simple Sign

Simple Sign is a manual action in Willow360 that allows users to add a wet-style signature and optional text labels directly to documents during workflow processing. It is well suited to internal approvals or informal confirmations that do not require a legally binding third-party signature process.

When to Use

Use Simple Sign when:

You need a fast, informal way to sign documents internally.
Signers need flexibility to place one or more signatures or labels on a document.
You want to visually confirm user approval within a workflow.
Legal compliance through a third-party e-signature service is not a requirement.

How It Works

A file reaches the Simple Sign action in a workflow.

All configured signers receive a notification.

The signer clicks the notification or finds the file in their To-Do List.

On the File View, the signer selects Simple Sign from the Action Bar.

While signing is in progress, the Action Bar shows Done Signing, Add Signature, Add Label, and Cancel.

The signer can:

Add a signature by selecting a stored signature image or uploading a new one, then dragging and resizing it on the document preview.
Add text labels such as a date, name, or job title, positioned in the same way.

Once satisfied, the signer clicks Done Signing.

The document is sealed with a Willow360 Digital Certificate and continues through the workflow.

Simple Sign can also be used on mobile devices.

Key Rules and Considerations

Only one of the configured signers needs to complete the action for the file to proceed through the workflow. All configured signers receive a notification, but a single completion is sufficient.
Signatures in Simple Sign are image files, uploaded by the user and stored for reuse. Drawing a signature or auto-generating one from a name is not supported. If you need those options, use WillowSign instead.
Signers can add multiple signatures, reuse previously stored signatures, and create, edit, or delete signatures from within the signing dialog.
Text labels support multiple lines and follow the same positioning and boundary rules as signatures.
The action is not available as a bulk action from the To-Do List.
Signing is only possible once the file preview is fully loaded.
If signing fails after Done Signing is clicked, the action is logged as failed, the notification is resent to signers, and the file reverts to the Waiting for Simple Sign state.
Maximum signature image file size is 5MB.

Configuration Notes

Workflow creators assign who can sign using the Available Signers setting. Signers can be specific named users or determined dynamically from form data.
Users manage their signature library (add, edit, delete) from within the signing dialog when they sign.
Signatures and labels snap to document page boundaries when moved or resized.

Best Practices

Encourage signers to upload and save their signature image in advance to speed up the signing step. See Personal Signatures in Willow360 for guidance.

Use labels for clarity, for example "Signed by Jane Doe, Finance Director".

Ensure documents are in a compatible format before the workflow reaches Simple Sign. Non-PDF documents are converted to PDF automatically before signing.

Consider signature placement carefully before clicking Done Signing, as the action cannot be undone once submitted.

If you need signers to draw a signature or have one generated from their name, use WillowSign instead.

Troubleshooting

"Please wait for document preview to load" message: Wait for the full document preview to render in the File View before attempting to sign.

Cannot find the Simple Sign button: Confirm that you are assigned as a signer in the workflow configuration. If you are not assigned, the action will not appear in your Action Bar.

Signature not saved: Confirm that Done Signing was clicked. If the signing dialog was cancelled, the signature will not have been applied.

File stuck in "Waiting for Simple Sign": No signer has completed the action yet. Check that all configured signers have received their notification and remind them if needed.

Related Articles

Simple Sign vs. WillowSign

Using WillowSign to Legally Sign Documents

FAQs

Q: Can I sign the same document more than once?

A: Yes. You can place as many signatures and labels on the document as you need before clicking Done Signing.

Q: Do I need to upload a signature image?

A: Yes. Simple Sign requires a stored signature image. If you have not uploaded one yet, you will be prompted to create one when you click Add Signature. You will need to provide a name and upload an image file to use as your signature.

Q: Can I draw my signature or have one generated from my name?

A: No. Simple Sign only supports uploaded signature images. If you need to draw a signature or auto-generate a stylised one from your name, use WillowSign instead.

Q: What happens if I click Cancel during signing?

A: The signing process is aborted and no changes are saved. The document remains in "Waiting for Simple Sign" status until a signer completes the action.

Q: Can multiple signers sign the same document?

A: Yes. All configured signers are notified and any one of them can complete the action. Only one signer needs to complete it for the file to move to the next step in the workflow. to complete the action for the file to move forward.