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, not having to look out for an email, or logging in to a portal or even switching between apps. We've made it easy.
Your signed agreements benefit also from Qwil's enterprise-grade security and compliance controls (including hosting) but without sacrificing the user experience. As every user is verified on the Qwil platform, Qwil Signature meets the Advanced Electronic Signatures (AES) standards for digital signatures. We are not just sending an document to an email address! Read why this is important below.
What to expect?
- Signature request are sent within a chat thread, like any other message with document to preview and sign. The signer and the requestor can both sign the document. Sign a 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
- A templated PDF can be created in minutes from any word, powerpoint, excel or PDF to place text fields (we call them Qwil Sign anchors). 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. You can also decline to sign a document.
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 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 creates 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.
- 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.
- Staff Dashboard coming Q3 2023 to view all e-signature requests in one place.
- 3rd Signer & guests and (e.g. for witnessing Witness) and option to sign on screen & uploading coming soon.
Security & Compliance: AES signature with banking grade security
- 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 the most basic form and therefore only to be used for day-to-day sales or forms agreements.
Qwil sign is the next level up as an Advanced Electronic Signature as we meet the following four main criteria (eIDAS regulations):
| AES requirements | Qwil Signature |
| 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.
At this stage Qwil only provides one cursive font but will offer the option to adopt other fonts and to sign on the screen in the next release of Qwil Sign which is planned for October 2023.
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.