How to Use Simple Sign
When to Use
Use Simple Sign when:
You need a fast, informal way to sign documents internally.
Signers need flexibility to place multiple signatures or labels.
Legal compliance is not a requirement.
You want to visually confirm user approval within a workflow.
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.
The user can:
Add a signature (drag and resize on the document).
Add text labels (e.g., date, name, title).
Once satisfied, the signer clicks Done Signing.
The document is sealed with Willow360’s digital certificate and continues through the workflow.
Key Rules & Considerations
At least one signer must complete the action for the file to continue in the workflow.
Signatures are placed manually and visually on the document preview.
Users can:
Add multiple signatures.
Reuse stored signatures.
Create/edit/delete signatures during the signing process.
Labels can also be added and positioned manually.
Action is not available in bulk mode from the To-Do List.
Signing is only possible once the file preview is fully loaded.
If signing fails, the action is rolled back and reattempted.
Configuration Notes
Workflow creators assign who should sign (specific users or from form metadata).
Users can manage their signature library when prompted during signing.
Signature position and scale are snapped to document boundaries.
Labels support plain text only and follow the same positioning rules as signatures.
Best Practices
Encourage users to create a signature in advance to speed up signing, see Personal Signatures in Willow360
Use labels for clarity (e.g., "Signed by Jane Doe, CFO").
Ensure documents are PDF-compatible; non-PDF files are converted before signing.
Avoid placing signatures over important content—there’s no undo after submitting.
Troubleshooting
| Issue | Resolution |
|---|---|
| “Please wait for document preview to load” message | Wait for full preview to render before attempting to sign. |
| Cannot find the Simple Sign button | Make sure you're assigned as a signer in the workflow. |
| Signature not saved | Ensure the "Done Signing" button was clicked. |
| File stuck in “Waiting for Simple Sign” | Not all signers have completed signing; remind them. |
Related Articles
Using WillowSign to Legally Sign Documents
FAQs
Q: Can I sign the same document more than once?
A: Yes, you can place multiple signatures and labels on the same file.
Q: Can I sign without uploading a signature image?
A: No, you must create a signature (image + name) during the process if you haven’t already.
Q: What happens if I click “Cancel” during signing?
A: The signature process is aborted. The document remains in "Waiting for Simple Sign" until someone signs.
Q: Can multiple signers sign the same document?
A: Yes. Any assigned signer can sign. Only one needs to complete the action for the file to move forward.