Simple Sign vs. WillowSign: Choosing the Right Signature Tool
When to Use
| Use Case | Recommended Action |
|---|---|
| Internal approval or informal acknowledgment | Simple Sign |
| Legally binding signatures with full audit trail | WillowSign |
| Placing a signature image directly on the document within Willow360 | Simple Sign |
| External parties need to sign a document | WillowSign |
| Require legally sealed document via a third-party e-signature service | WillowSign |
How It Works
Simple Sign
- Used entirely within the Willow360 interface.
- The signer drags and places their signature image directly onto the document preview.
- The signer can also add text labels, such as a date or job title.
- Signatures are stored per user and can be reused across documents.
- Once the signer completes the action, the document is sealed with a Willow360 Digital Certificate.
- Only one of the configured signers needs to sign for the file to proceed through the workflow.
WillowSign
- Launches a formal signing process through the SignWell service.
- The user who added the file prepares the document by adding signers and placing signature fields.
- Signing invitations are sent by email to internal or external signers.
- All configured signers must complete their signatures before the file proceeds.
- Once all signatures are collected, the document is sealed with a legally compliant digital certificate provided by SignWell.
Key Rules and Considerations
Simple Sign
- Only one signer needs to complete the action for the file to move to the next step. All configured signers are notified, but completion by one is sufficient.
- Maximum signature image file size is 5MB.
- The file preview must be fully loaded before signing can begin.
- The document is sealed with a Willow360 Digital Certificate on completion.
WillowSign
- Costs 3 credits per signing session, charged when Done adding signers is clicked.
- Supports external signers who are not Willow360 users.
- All configured signers must complete signing before the file proceeds.
- Legally compliant under the e-signature standards provided by SignWell.
- Any file-modifying action placed after WillowSign in the workflow, such as Stamp or Highlight, will break the digital certificate. A warning is shown during workflow configuration.
- Files larger than 20MB will be rejected at the WillowSign step.
Configuration Notes
| Feature | Simple Sign | WillowSign |
|---|---|---|
| Signature placement | Placed interactively by the signer during signing | Placed during the preparation step before signers are notified |
| Additional fields | Text labels only | Date, text, checkbox, and other fields supported |
| External signers | Not supported | Supported |
| Credits used | No additional credits | 3 credits per session |
| Digital certificate | Willow360 certificate | SignWell certificate |
Best Practices
Use Simple Sign for fast internal workflows where a signature image on the document is required but formal legal compliance is not the primary concern.
Use WillowSign when you need legal standing, a third-party audit trail, or need to involve signers outside your organisation.
Place WillowSign as the last file-modifying step in a workflow. Any action that modifies the document after WillowSign, including Simple Sign, will break the signing certificate.
Ensure signer email addresses are correct before confirming the WillowSign setup, as external users rely entirely on the email invitation to access the document.
Troubleshooting
Signature not appearing (Simple Sign): Ensure the file preview is fully loaded in the file view before attempting to sign.
WillowSign email not received: Ask the signer to check their junk or spam folder. You can send a reminder to outstanding signers from the file history.
Digital certificate warning (WillowSign): Ensure no file-modifying actions follow WillowSign in the workflow. Move or remove any actions that would alter the document after signing.
Signing link expired (WillowSign): Signing links are valid for 90 days. If a link has expired, contact your Willow360 administrator to advise on next steps.
Related Articles
Using WillowSign to Legally Sign Documents
FAQs
Q: Can both Simple Sign and WillowSign be used in the same workflow?
A: Yes, but Simple Sign must come before WillowSign. Simple Sign is a file-modifying action, and placing any file-modifying action after WillowSign will break its digital certificate.
Q: Can a signer reuse their signature in both tools?
A: Signatures are managed separately in each tool. In Simple Sign, users maintain a personal library of uploaded signature images within Willow360, which can be reused across documents. In WillowSign, signers complete their signature through the SignWell interface, where they can choose to auto-generate a stylised signature from their name, draw a signature, or upload an image.