Skip to content
English
  • There are no suggestions because the search field is empty.

Using Electronic Signatures in QAction (QSign)

Electronically sign PDF documents directly in QAction with secure, legally compliant signatures, flexible placement, and a complete audit trail.

What is QSign?

QSign is QAction’s built-in electronic signature feature that allows users to securely sign PDF documents directly within the platform. It eliminates the need for printing, scanning, or third-party tools by enabling a fully digital signing experience inside your document workflow.

With QSign, signatures are permanently embedded into documents, supported by a complete audit trail, and designed to meet legal standards for electronic signatures.

Key Features

Sign Documents Directly in QAction

  • Electronically sign PDF documents without leaving the system

  • No downloads or external tools required

  • Each signature is saved as a new version of the document

Simple Signature Creation

  • Type your name to generate a signature automatically

  • Signature is styled for a professional appearance

  • Your name is pre-filled from your user profile

Add Role or Title (Optional)

  • Include your job title or role in the signature block

  • Pre-filled from your profile but fully editable

  • Helps provide context and authority for approvals

Flexible Signature Placement

  • View the full document in an interactive PDF viewer

  • Click anywhere on any page to place your signature

  • Add multiple signatures across pages if needed

Built-In Audit Trail

  • Every signature is recorded with:

    • Who signed

    • When it was signed

    • Document version created

  • Audit records can be exported for compliance or reporting

How to Sign a Document

1. Open the Signing Tool

  • Right-click a PDF document in QAction

  • Select “Sign Document”

  • The signing interface will open in full screen

2. Create Your Signature

  • Your name will appear automatically

  • Edit if needed

  • Preview your signature before placing it

3. (Optional) Add Your Role

  • Enter your job title or role

  • This will appear above your signature in the final document

4. Accept Legal Acknowledgments

Before signing, you must confirm:

  • You intend to sign the document

  • You consent to use an electronic signature

These confirmations are required for legal compliance.

5. Place Your Signature

  • Click anywhere in the document to place your signature

  • A preview will appear showing:

    • Your role (if added)

    • Your signature

    • Your name

    • Date and time

  • Click again to reposition if needed

6. (Optional) Add a Note

  • Enter a note explaining the reason for signing

  • This will be saved in the document history

7. Complete Signing

  • Click “Sign Document”

  • QAction will:

    • Embed your signature into the PDF

    • Create a new document version

    • Record the audit trail

What Your Signature Looks Like

Each signature added to a document includes:

  • Your role (optional)

  • Your signature

  • Your name

  • Date and timestamp

  • System identifier (QSign)

Important:

  • Signatures are permanently embedded in the document

  • They cannot be edited, moved, or removed

  • They are visible in any standard PDF viewer

Supported Files

  • PDF documents only

Access & Permissions

  • Available to all authenticated QAction users

  • No special permissions required beyond access to the document

  • The document must not be checked out by another user

Versioning & Document History

  • Each signature creates a new version of the document

  • Previous versions remain intact

  • Signature activity is recorded in the document history

Compliance & Security

QSign is designed to support organizations operating in regulated environments by providing legally compliant electronic signatures and defensible audit records.

ESIGN Act & UETA Compliance

QSign aligns with the requirements of the Electronic Signatures in Global and National Commerce (ESIGN) Act and the Uniform Electronic Transactions Act (UETA) by ensuring:

  • Clear Intent to Sign
    Users must explicitly confirm their intent to sign before completing the action, establishing legal acknowledgment.
  • Affirmative Consent to Electronic Signatures
    Users are required to consent to conducting business electronically, meeting regulatory standards for enforceability.
  • Association of Signature with the Record
    Each signature is permanently embedded within the document and tied to a specific version, ensuring it cannot be separated or misapplied.
  • Comprehensive Audit Trail
    Every signing event is recorded with detailed metadata, including user identity, timestamp, and system activity, creating a legally defensible record.
  • Immutable Records
    Once a document is signed, the signature and its associated audit data cannot be altered, supporting non-repudiation and evidentiary integrity.
  • Reproducible Verification
    Signature records can be reviewed and exported, allowing organizations to demonstrate compliance during audits, legal proceedings, or internal reviews.

Audit Trail & Non-Repudiation

QSign captures a complete history of each signature event to ensure accountability and traceability:

  • Signer identity (authenticated user)
  • Date and time of signature
  • Confirmation of intent and consent
  • Document version created during signing
  • Signature placement within the document
  • Optional notes associated with the signature

This level of detail supports non-repudiation, meaning signers cannot reasonably deny their involvement in the signing process.

Document Integrity & Security

  • Tamper-Resistant Signatures
    Signatures are permanently embedded (“flattened”) into the PDF and cannot be edited, moved, or removed.
  • Version-Controlled Signing
    Each signature generates a new version of the document, preserving the full history of changes and approvals.
  • Data Protection
    • Encrypted in transit via HTTPS
    • Secure storage of signature and audit data
    • Inherits all existing QAction document security controls
  • Access Control Enforcement
    Signing capabilities respect document permissions, ensuring only authorized users can sign.

Compliance Use Cases

QSign supports a wide range of compliance-driven workflows, including:

  • Regulatory acknowledgments and attestations
  • Contract execution and approvals
  • Financial authorization processes
  • HR documentation requiring signed records
  • Audit-ready documentation for internal or external review

Benefits

  • Eliminates print–sign–scan workflows

  • Reduces reliance on external signature tools

  • Keeps all activity within QAction

  • Provides a clear, auditable record of approvals

Additional Notes

  • Multiple users can sign the same document sequentially

  • Each signature builds on the previous version

  • Future enhancements may include support for additional file types

If you need help using QSign or encounter any issues, please contact your system administrator or QFlow support.