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Using WillowSign to Legally Sign Documents

WillowSign allows users to apply legally binding electronic signatures to documents within a workflow. It uses the SignWell service, which ensures compliance with international e-signature standards. WillowSign applies a wet signature and seals the completed document with a digital certificate once all signatures are in place.

When to Use WillowSign

Use this action when:

  • You need a legally binding signature on a document.
  • Multiple external or internal signers must sign in a specific order or at specific locations on the document.
  • You want to collect and store signed documents securely with a full, traceable history.

How It Works

A file enters a workflow with the WillowSign action.

The user who added the file receives a notification to prepare the document for signing.

That user:

  • Specifies signers (internal Willow360 users or external users via email).
  • Places signature fields and other fields such as date, checkbox, or text label on the document for each signer.
  • Clicks Done adding signers. This is the point at which credits are deducted.

The document is sent to each signer by email. Willow360 users also receive a bell notification.

Each signer opens the document and signs using one of three options:

  • Auto-generated signature from their name
  • Draw signature
  • Upload a signature image

After all signatures are complete:

  • A digital certificate is applied to mark the completion of the signing process.
  • A fully signed copy of the document is emailed to all signers.
  • The file continues through the workflow.

Key Rules and Considerations

Credit Usage: WillowSign costs 3 credits, charged when Done adding signers is clicked.

File Size Limit: Files larger than 20MB will be rejected at the WillowSign step.

Links Expire: Signing links sent by email are valid for 90 days.

Signer Management: Signers can be added as new contacts or selected from previously used signers.

Notifications: Sent to all signers when the document is ready for signing. If a signer is deleted from Willow360, the user who added the file is notified. If that user has also been deleted, workflow editors or administrators receive the notification instead.

Document History: Every signature event is logged in the file history, showing who signed and when.

Digital Certificate Integrity: If any file-modifying action such as Stamp, Watermark, or Highlight follows WillowSign in the workflow, it will break the digital certificate. A warning is shown during workflow configuration. Documents that have been digitally signed should not be modified by subsequent actions.

Configuration Notes

There are no configurable settings in the WillowSign action itself. All setup, including adding signers and placing signature fields, is carried out during the signing preparation step when a file reaches the action.

Best Practices

Place WillowSign as the last file-modifying step in the workflow to avoid invalidating the digital certificate.

Double-check signer email addresses before confirming, as external users receive a link by email and cannot be reached through the platform directly.

Use metadata from prior form inputs to dynamically assign signers where possible, reducing manual setup for each file.

Troubleshooting

Signer not receiving email: Ask them to check their spam or junk folder. You can send a reminder from the file history using the Send Reminder option next to the relevant signer.

Digital certificate warning in configuration: Ensure WillowSign is the last modifying action in the workflow. Move or remove any actions that modify the document after the signing step.

Signer deleted: Workflow editors or administrators receive a notification. Update the WillowSign configuration to replace the missing signer.

Signing fails: The system logs a failed action in the file history, resends the notification to signers, and reverts the file to its pre-signing state, allowing the step to be retried.

Related Articles

Simple Sign vs. WillowSign

Unlocking the Power of Metadata in WIllow360

FAQs

Q: Can signers be non-Willow360 users?

A: Yes. You can add external signers by entering their name and email address. They will receive a link by email to sign the document.

Q: Can I cancel a WillowSign request after adding signers?

A: No. Credits are charged at the moment "Done adding signers" is clicked, as this is when the document is submitted to the SignWell service. Make sure the setup is final before confirming.

Q: What happens if a signer does not sign?

A: The document will remain at the WillowSign step until all signatures are complete. The person who prepared the document for signing can send a reminder to any outstanding signers directly from the file history.

 

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