What is smart document?
Smart document is an electronic document which can be automatically processed, updated and can be handled using software applications. A Twala Sign smart document undergoes a smart contract whereas if all of the conditions were met then the expected result will be executed. Since smart documents are anchored through smart contracts using the Ethereum network, the document that has been used will be immutable which means that if the document is uploaded through the blockchain, it is impossible to tamper which also ensures its security. It is also known for being transparent, which means that all parties can verified the validity of the document.
With the use of smart documents, organizations and companies can improve their document workflows, reduce their errors, and become more efficient.
Things to consider before the user could prepare a smart document using Twala Sign
1. The Twala Sign account should be connected to an external wallet (e.g., Metamask, WalletConnect, Torus).
2. The beta features of Twala Sign should be enabled. Users could enable the beta features by navigating to settings page then go to the beta features. Tick the button to enable beta features and click update settings to save changes.
How to send a smart document
Login to Twala Sign.
Go to the Documents page.
Click Prepare Document, and then click smart document.
Upload the file which needs to be signed. Twala Sign accepts files (e.g., word, and pdf).
5. Add the name and email address of the participants. Here, the author is adding the participant who is going to sign the document. The name and email address will be used to send the document to its signatory.
6. Add the name and email of recipients of the document. The added recipient will received a copy of the document once completed.
7. Choose the document security.
Twala Sign - Signing the document with the use of Twala Sign which requires to create an account to Twala Sign.
Twala Sign with verified Twala ID - Signing the document with the use of Twala Sign with verified Twala ID which requires the user a Twala Sign account that is connected to Twala ID.
8. Click Prepare smart document.
9. Once the document loads, add and edit the fields. The added the fields which will be displayed on the document will needs to be filled-up (e.g., signature fields, text fields, checkbox, and radio button.)
10. Add the value of ETH that will be used. Since the smart document is anchored to smart contracts, it requires a certain amount of ETH to execute. The said ETH will be release to the signatory once the smart document is completed.
11. Click Confirm.
12. Click Send.
The signatory should received an email notification about the document invitation of the smart document. Clicking the view invitation button will redirect the user to Twala Sign.
How to sign a smart document
1. On the email, click the email notification for document invitation of the smart document. Once done, the user should be redirected to Twala Sign.
2. Login using Twala Sign account.
3. Then, the user will be redirected to the "Awaiting for Signature" folder on the Smart document section, after that click the ongoing Smart Document.
4. Click Sign.
5. Attach the signature. If new user, there are certain ways to attach their signature on the document:
Draw - Draw their signature using their touchpad or mouse.
Type - Type their name or characters their want to adopt as their electronic signature.
Upload - We recommend that the signature image should be a transparent PNG file.
6. Once done, Click “Finish”.
After the signing the smart document, the signatures should be reflected once the users view the document. It will also notify the author of the smart document that the document is now for payment release.
How to release the payment of a smart document
On the email, click the email notification for payment release. Once done, the user should be redirected to Twala Sign.
Login using Twala Sign account.
Then, the user will be redirected to the "For release" folder on the Smart document section, click the ongoing Smart Document.
Click “Release Payment”.
The other participants should receive an email notification which indicates that the funds for the smart document is now for withdrawal.
How to cancel and refund the payment of a smart document
On the email, click the email notification for payment release. Once done, the user should be redirected to Twala Sign.
Login using Twala Sign account.
Then, the user will be redirected to the "For release" folder on the Smart document section, click the ongoing Smart Document.
4. Click “Cancel and refund”.
The smart document should have a cancelled status and the payment should be refunded which will be directly transferred to the signatory’s external wallet.
How to withdraw the payment from a smart document
1. On the email, click the email notification for payment release. Once done, the user should be redirected to Twala Sign.
2. Login using Twala Sign account.
3. Then, the user will be redirected to the "For withdrawal" folder on the Smart document section, click the ongoing Smart Document.
4. Click “Withdraw".
The smart document will be completed and the payment should be transferred to the signatory’s external wallet.