Using WillowSign to Legally Sign Documents
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 location.
You want to collect and store signed documents securely with 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 form fields (e.g., date, checkbox).
Clicks Done adding signers (⚠️ this is when credits are deducted).
The document is sent to each signer via email (and notification for Willow users).
Each signer:
Opens the file and signs using one of three options:
Auto-generated signature
Draw signature
Upload signature image
After all signatures are complete:
A digital certificate is applied.
A fully signed document is emailed to all signers.
The file continues through the workflow.
Key Rules & Considerations
Credit Usage: WillowSign costs 3 credits, charged when "Done adding signers" is clicked.
Links Expire: Signing links are valid for 90 days.
Signer Management: Signers can be new or reused from previous documents.
Notifications: Sent to:
All signers when it's their turn to sign.
The file owner if a signer is missing or deleted.
Document History: Every signature action is logged, showing who signed and when.
Digital Certificate Integrity:
If any file-modifying action (e.g. Stamp, Highlight) follows WillowSign, it will break the signing certificate. A warning is shown during configuration. You should avoid changing a document that has been digitally signed.
Configuration Notes
No configurable settings in the action itself; setup is done during the signing prep step.
Workflow creators can preview and place fields before initiating the signing.
Only one WillowSign action should be used per document to preserve legal chain.
Best Practices
Place the WillowSign action as the last file-modifying step to avoid invalidating the certificate.
Double-check signer email addresses—external users will receive an email link to sign.
Use metadata fields (from prior form inputs) to dynamically assign signers when possible.
🔧 Troubleshooting
| Issue | Resolution |
|---|---|
| Signer not receiving email | Ask them to check spam/junk folder. Re-send from file history. |
| Digital certificate warning | Ensure WillowSign is the last modifying action in the workflow. |
| Signer deleted | Workflow editors/admins receive a notification to update the action. |
| Signing fails | The system logs a "Failed action" and allows retry. File reverts to pre-signing state. |
Related Articles
Unlocking the Power of Metadata in WIllow360
FAQs
Q: Can signers be non-Willow users?
A: Yes. You can add external signers using their name and email address.
Q: Can I cancel a WillowSign request after adding signers?
A: No. Credits are charged immediately after clicking Done adding signers. Be sure the setup is final before confirming.
Q: What happens if a signer doesn’t sign?
A: The document won’t complete the WillowSign step. The file owner can send reminders from the file history.