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Frequently Asked Questions

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General Usage

What if the person I send a form to doesn’t have a touch screen?
They can e-sign with a mouse, type their name in the signature field or even print out the form for signing and sending back to you.
Can I print or download forms?
All forms can be downloaded and printed. Some clients choose to download and store their forms separately to the Formaliti system
What if I want the form to be used with different details for different clients?
Forms and documents can cater to different condition / terms, etc. for different clients. The fields are entirely editable and customisable for each form you use.
How do you know what fields are what on my forms?
Before we set up the forms we ask you – which are ‘your input only’ fields, and which are ‘customer input’ fields. When you prepare the document to send you fill out the fields with the unique information you need – that may be different for each client. Then you can either lock the form down so that the client can only sign and date it, or you can leave fields open for the client to fill in the ‘customer input’ fields. This might be used for a credit card number for example.

You can even set up common business form templates of the same document – so you might have different versions of a form saved to cater for the various versions of your service. Or you can just choose to set up the form for each individual client, each time.

Pricing

Why do some local Formaliti consultants charge for their time?

Formaliti has a network of accredited resellers that may be referred to you. They are free to charge for any consulting work they provide you but cannot affect the published prices for Formaliti. In any IT related project there are almost always costs associated with the project that exceed the cost of the software itself. In the case of getting an e-signature solution up and running you may have to look at:

  • Connectivity
  • Devices
  • Form and workflow design
  • Training
  • Project management depending on the size of the rollout

We advise all Formaliti clients to follow their standard procurement processes when purchasing anything related to the Formaliti service.

How does the per-user monthly billing work?
Any user that has been active during the month will be billed at your contracted rate.
What happens to my data if I unsubscribe?
All of your data is kept as long as you are a subscriber. If you cancel your subscription you have the option of downloading or printing your forms to save them into another system or file.
Why do you charge to author and setup the account?
Formaliti has trained authors ready to accept your forms and digitise them. We also spend the time ensuring that you are able to get up and running with the service. In most cases, e-signature services do not provide a service that helps you digitise and manage your forms. Therefore the cost of digitising your forms is indirect. We charge for the time it takes to set you up – most often it is cheaper than the indirect cost of setting yourself up.
Is there a contract or minimum term I need to sign up to?
No. There is no minimum term for access to the Formaliti system. You can turn users on and off as you need to and can cancel your account at any time.

Legal and Security

What is an electronic signature?

An electronic signature (also known as an e-signature) is a simple, easy and legal way to get consent or approval on documents or forms online or on an electronic device.

Courts in various jurisdictions have decided that enforceable electronic signatures can include signing electronic documents online.

An electronic signature is “a signature that consists of one or more letters, characters, numbers or other symbols in digital form incorporated in, attached to or associated with an electronic document.”

A secure electronic signature is as an electronic signature that:

  • is unique to the person making the signature
  • the technology or process used to make the signature is under the sole control of the person making the signature
  • the technology or process can be used to identify the person using the technology or process, and
  • the electronic signature can be linked with an electronic document in such a way that it can be used to determine whether the electronic document has been changed since the electronic signature was incorporated in, attached to or associated with the electronic document.

The most popular method for gathering and managing electronic signatures uses people’s email addresses to identify each participant and associate them with a sequence of events that demonstrates intent to sign.

Where are electronic signatures legal?
E-signatures are recognised as legally binding in the majority of countries around the world. In many countries, including the United States, the European Union, Australia, Canada, Chile, Colombia, Finland, Hong Kong, Ireland, New Zealand, Peru, Philippines, Singapore, South Africa, South Korea, Spain, Switzerland, United Arab Emirates and the United Kingdom, electronic signatures (when recognised under the law of each jurisdiction) have the same legal consequences as the more traditional forms of paper documents.
Are there any legal precedents set for acceptance of electronic signatures?
Thousands of organisations around the world use e-signatures as a standard part of their business processes. E-Signatures have been tested and have been successfully held up in legal cases in many countries.
Can I rely on the information attached to the signed document?
Formaliti gathers and attaches an audit trail to each document sent and received. The audit trail includes IP address, time and date stamp and all events and actions completed on the document to ensure compliance.
What is a digital signature is it different to an electronic signature?
The terms ‘digital signature’ and ‘electronic signature’ are often confused and used in the same context. A digital signature requires a signer to have a certificate-based digital ID, for example a token (such as you will find with bank accounts), smart card, or other physical device. Digital certificates are issued from a Certificate Authority (also known as a trusted authority) and provide a high level of authentication, integrity and security with respect to the identity of the parties signing. A digital signature is a higher level of authentication but is not required for the majority of documents and forms and is usually supplied at a higher price point due to the infrastructure required to deliver them.
Are electronic signatures enough or should I use digital signatures?
For the vast majority of businesses, an e-signature is all that is needed to gather, track and store documents that contain legally enforceable signatures. Formaliti verifies the signer’s identity using an email ID. We would always advocate seeking your own independent advice on the level of authentication and verification
Are electronic signatures better than paper or fax signatures (sometimes referred to as ‘wet signatures’ or ‘originals’)?

Electronic signatures can be seen to be better than ‘wet’ signatures for several reasons.

  • They are more secure than faxes or the post due to the email login and password required and unique link to the documents.
  • They are typically faster and cheaper to administer than paper-based signatures. Most frauds or document security breaches happen through hard copies rather than digital copies.
  • As a soft copy document that runs over several pages is a single file, a signature applies to the entire document. On a paper document that has more than one page, the signature is only applied to a single page and unsigned pages could be changed or substituted without anyone’s knowledge. With Formaliti, if one change is made to any part of the document before it is finalised the signature is cleared from the document so that it must be signed again.
  • Digital documents can’t be duplicated with a copier or scanner. It is relatively easy to forge a paper signature by copying it, scanning it, or tracing it with a pen. With Formaliti, a signature can only occur on the document that has been sent for signing. Each document must be signed independently so copying signatures from one document to another is not possible.
  • Can’t be pre or post-dated. With Formaliti, the date of signing is locked to the current date. Paper forms allow any date to be entered by the signer
How do I know if the person signing is who they say they are?
Identity of the signing party is easy to determine because a unique link is sent to the signer who clicks on it to activate the signing process. Authentication of the signer is accomplished via their email login and password which is required to get to the link. Formaliti then adds an audit trail to each document to further identify where and when the signing came from.
How do you store my data?
We use world class data centres servers in multiple countries for failover and mirroring and use SSL 256 bit encryption in transit.
What happens to the signature if I need to resend a form after it has been signed?
If you were to receive a signed form back and find mistakes you can resend the form for correction. If you resend the form the original signature is automatically wiped from the document protecting both the signer and sender from changes by making the signature the final piece in the process.

Form Authoring and Management

Can I author my own documents?

Formaliti is a turnkey solution. When you use it for the first time all of your forms have been authored for you. Changes to forms will need to be sent to us for authoring and Formaliti has very competitive and reasonable rates and fast turnaround times to undertake this work.

Can I keep my forms and branding on them?
All forms authored by us will retain the same look, feel and dimensions as your original documents.
What if I want to change a form?
If you want to update or change a form, simply email us the updated version in PDF, Word, image format or Excel and we’ll do the authoring for you.
Can you design new forms for me?
Formaliti’s authors are able to consult with you to design new forms under our professional services rates.
What is authoring?
Authoring is the process of converting your documents into a digital version so that they can be filled in and signed online.

Formaliti has trained authors who digitise your documents so that you don’t have to learn how to – a fact that we found held many small to medium sized businesses from adopting e-signature solutions.

Can I store my forms somewhere else?
All forms can be downloaded in a standard PDF format and stored at almost any digital location.
What documents can I send to you for authoring?
Any image file, PDF, Word, Excel, PowerPoint. If you are unsure, convert the file into a PDF or scan it into an image form.