The Witness Signer feature allows a designated witness, where permitted, to observe and attest to a signer’s signature, enabling secure and compliant witness signing workflows. The Package Sender can add either a named witness, if the witness is known, or an unnamed witness if the witness is not yet identified. Multiple witnesses can be added for each signer, providing the flexibility to meet various compliance requirements. If unnamed witnesses are added when creating the Package, the signers will have to enter their witnesses' details during the signing process. The witness will then be added as a signer to the Package and will sign on their own device. All witness details and actions are securely recorded in the MasterFile, ensuring a complete audit trail.
Please note that the Witness Signer feature is available as an add-on and must be enabled as part of your iinked Sign subscription. If your jurisdiction requires that a witness must be in the same location as a signer, you will have to instruct the signer to do so. The MasterFile Audit trail will also show the signing locations depending on the Geo location options on the signing package.
Enable the Witness Signer Feature Add-On
The Witness Signer feature can be enabled by a member of your organization who has either the Organization Admin (OA) or Organization Billing (OB) role.
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To enable this feature, log in to the iinked Sign portal and click on the Subscription option to navigate to the subscription page. On this page, locate the Available Add-Ons section, where you will see the iinked Witness add-on listed.
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Click the Add button next to the iinked Witness add-on. This will open a confirmation page where you can review your selection.
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To proceed, click the Subscribe button to enable the Witness Signer feature for your organization’s account. Once subscribed, the Witness Signer feature will be listed under the Enabled Add-Ons section and available for use in your signing workflows. This add-on can be removed from your account at any time by clicking the Remove button.
Adding Witness Signers to a Package
At this time, the option to add witness signers to a Package is available only for Sequential Packages.
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When creating a Sequential Package, go to the Add Signers & Recipients section and enter the main signer’s details. Next to the signer’s name, you will see an Add Witness icon. Clicking this icon will open the Add Witness dialog.
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There are two ways to add a witness under the main signer:
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Add an Unnamed Witness: If the witness has not yet been identified, you can add an unnamed witness. For an Unnamed Witness, a signer will be prompted to enter in their Witness details before they start signing their document. You may either enter a custom role name or leave the field blank, in which case the system will assign a default role name. Then click Add.
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Typed in role names (for example, Commissioner)
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Default role names
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Add a Named Witness: If the witness details are known, you can enter their details (First Name, Last Name, etc.) in the provided fields.
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You may add multiple signers to the Package, and multiple unnamed and named witnesses under each signer.
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After entering all signer and witness details and uploading the required documents, proceed to the document templating page. There, you will see all signers and witnesses listed in the left-side panel, allowing you to add the appropriate templating fields for each of them to the documents.
Once you have finished adding all the required templating fields, click Send to issue the signing notifications to all signers and witnesses. Since this is a Sequential Package, only the first signer will receive a notification that the document is ready for signing. After the first signer completes their signing, the document will move to their assigned witnesses for signing, maintaining the sequence shown in the screenshot above. Once the first signer’s witnesses have completed their signings, the document is then passed on to the next signer, followed by their corresponding witnesses, continuing in the defined sequence.
If required, Multi-Factor Authentication and Identity Verification can also be enabled for witness signers.
Adding Witness Signers to a Template
For creating a Template, please refer to this article: How to Create a Template.
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To add Witness Signers to a Template, please ensure that the Template type is set to Sequential.
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Under the Add Signers & Recipients section, you can add either a named signer or an unnamed signer with a designated role name. You can then add witness signers under each signer as required.
Adding Witness Signers to an Auto Template
For creating an Auto Template, please refer to this article: How to Create an Auto Template.
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To add Witness Signers to an Auto Template, go to the Add Signers section. After creating the Signer Groups and assigning the signer role names, click on the Add Witness icon to add witnesses as needed.
Adding Witness Signers to an iinked Form
For creating an iinked Form, please refer to this article: How to Create an iinked Form.
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To add Witness Signers to an iinked Form, under the Add Signers & Recipients section, click on the Add Witness icon for the Form Signer to add witnesses as needed. You can also add additional signers along with their respective witnesses as needed.
See: How to Add and Update Witness Signers while Signing the Document