Who can use this feature?
All users
All client communications can now happen on Qwil whether it is chat, sharing a document or a video meeting so it is only natural to also ask for a signature!
Clients, partners and employees now expect this level of convenience. We've made it easy. No need tot switch between apps anymore.
Your signed agreements benefit also from Qwil's enterprise-grade security and compliance controls (including hosting) but without sacrificing the user experience.
Qwil Signature meets both the Simple and the Advanced Electronic Signatures (AES) standards for digital signatures. We also allow Read why this is important below.
What to expect?
- Signature request are either sent within a chat thread, like any other message with document to preview and sign ensuring the highest level of securing and and now can also be sent via email to an external guest. The signer and the requestor can both sign the document.
- To send a request the staff must upload a PDF file which can be a either a templated PDF (enabling to place the signature in the document) or an normal PDF (where a signature page will be added). Send a e-signature request in Qwil or Guest Signatures: Sending signature request via email (externally)
- A document can be easily edited to become a Templated from any PDF to place fields such as name, signature, initials, dates etc. Learn how to create a templated PDF.
- If there are no specified fields to sign on the PDF, a new signature page will be appended to the PDF file.
- Once you sign, all parties will receive a new message with the completed document to view and download including a certificate. All within the same chat thread or in case of guest sign via email for the guest and Butler chat for the staff. You can also decline to sign a document.
- Signers can sign using a typed, drawn or uploaded signature.
Qwil Sign within the security of Qwil Messenger
Features highlight: As easy as drag and dropping a document
- Unlimited signature requests included in Qwil Messenger Plan
- Signing directly in the chat on mobile and desktop or on desktop for guest signatures (via email) after previewing the document. No need for another application.
- Simple to use by just uploading PDF or template, select signers and sending in the same chat thread. Completed document securely shared and stored with other participants.
- Templates created in minutes from any document, Word or PDF and with signatures where you need them to be.
- 2 signers (Staff requestor and Signer) within the security of a chat thread. Multi-signers coming in Q1 2024.
- Completed documents searchable in Qwil's File Manager and in chat thread by all users. Can be downloaded directly to Salesforce.
- Notifications of request and daily reminders. Quicker response rates with chat!
- Video meetings and screen sharing (with recording) in same chat thread for immediate support.
- API availability upon request subject to plan.
Security & Compliance: AES signature with banking grade security by default when users are in Qwil
- Advanced Electronic Signatures without the need for SMS / further ID check at signing and without the risk of email phishing.
- Requests directly in a chat thread with verified participants delivering end-to-end security to our customers and their data. Customer information stays private and access is controlled.
- Customers can rely on authenticity of each Signer, Signature, Document, Organisation at all times within the security of Qwil Messenger (as it never leaves Qwil).
- Encrypted in transit and at rest with 2-Factor authentication for all users at all times.
- Malware protection of all communications and documents shared.
- Securely stored and easily accessible in each organisation's tenancy in Qwil Messenger (secure file manager & chat) for staff and clients to view and download, not "sitting" in Outlook or mail boxes!
- ISO 27001, Cyber Essentials Plus and Banking grade pen tested.
- Hosted where you need your data to be in regional AWS servers of your choice (if your hosting location is London, documents stays in London). You remain Data Controller at all times.
- Full audit trail and control with compliance data reviewer function within Qwil Messenger.
- Certificate of Completion that provides non-repudiation for all documents generated and signed using Qwil Sign.
What is a digital signature? Are they all the same?
A digital signature is a specific type of e-signature that complies with strict legal regulations, securely associating a signer with a document and providing a level of assurance of a signer’s identity.
Many e-signatures you will have received by email will be categorised as Simple electronic signature where only the signer's email address is required without any verification of the ID of the signer. This is possible in Qwil (Guest Signatures) if these users are not yet on Qwil but we recommend these to be used for day-to-day sales or forms agreements.
However, Qwil sign also offers the next level up as an Advanced Electronic Signature by simply inviting those guest in Qwil as we meet the following four main criteria (eIDAS regulations):
| AES requirements | Qwil Signature within the chat |
| It must be uniquely linked to the signer | Each signer has a unique ID in Qwil |
| It is capable of identifying the signer: | Each signer is verified in Qwil as invitation only platform by each organisation using 2FA |
|
The signature creation data used is under the sole control of the signer: |
Only the signer can sign and with a secure access to the signed document in Qwil. |
| The signature must be linked to the data signed in such a way that any subsequent change in the data is detectable: | A full audit trail is provided with a digital certificate on every complete document with unique ID stamped on each page. |
Advanced electronic signatures are appropriate for high value transactions and documents where you want to be sure that the right person has signed!
Do signatures need to look real?
Typing a signature, uploading or drawing on screen have the same legality and not a requirement for digital signatures as it is the digital identification of the signer which is critical.
With Qwil e-signatures users can adopt different fonts, sign on the screen or upload their signatures.
It is important to differentiate when PDF editors are used to add a signature , these are not legal digital signatures as there is no ability to identify the signer - even if the signature looks "real".
The use of digital signatures is regulated in legal texts, such as the European eIDAS regulation of 2014 and the United Kingdom’s Electronic Identification and Trust Services for Electronic Transactions Regulations of 2016.
Next steps
Our help centre contains hundreds of articles and guides so that you can make the most of the platform. Below are a few extra links if you are interested in learning more.