What types of electronic signatures does Quill support?

Quill supports:

• Qualified Electronic Signatures (QES) via eID or itsme®.
• Advanced Electronic Signatures (AES), including SMS-OTP.
• Organizational seals for documents signed by a legal entity.

Can I have someone sign abroad?

• Quill invitations can be sent worldwide.
• For signers outside Belgium SMS-OTP or other eIDAS-compatible methods are generally the most suitable.
• itsme® is available in Belgium and in countries including: the Netherlands, Luxembourg, Estonia, France, Ireland, Italy, Portugal, Spain, the United Kingdom, Norway, Sweden, Finland, Denmark, Iceland, Austria, Bulgaria, the Czech Republic, Greece, Hungary, Poland, and Slovakia.
• This is in line with the eIDAS Regulation, which makes digital identity tools interoperable within the EU.

What if a signer shares the same mailbox with someone else?

Quill can disable identity persistence via itsme®. This forces a new itsme authentication each time a signer signs, even if the email address is shared (e.g., between the signer and authorized representative).

Can someone without a Belgian eID card sign a document?

People without a Belgian eID card can sign with a digital seal , optionally combined with multi-factor authentication , such as OTP via SMS or OTP via email.

Which file formats does Quill support?

Quill supports PDF as input, as well as DOC, PPT, XLS, JPEG and more. It is recommended to use PDF/A-1b for long-term layout preservation.

What is the maximum file size?

Up to 100 MB per document. For larger documents (e.g., architectural plans), we recommend optimizing or splitting.

Can we use placeholders?

Placeholders allow fields to be automatically recognized and assigned to signers. This can be configured at the folder level.

Can I send multiple documents simultaneously?

Quill supports dossiers: bundles of documents that can be signed together in a single flow.

Can I send documents simultaneously to different recipients?

You can send documents to different recipients so they can sign them simultaneously or, if necessary, in a specific sequence.

Can the recipient sign multiple documents simultaneously?

The recipient can sign multiple documents simultaneously in bulk.

Is the content of a signed document sealed?

An electronic/digital signature seals the document.

How do employees log in?

By default, employees log in with a username and password. Organizations also have the option of using Single Sign-On (SSO) via Microsoft Entra ID, giving employees secure and easy access.

Can I provision users automatically?

Quill supports SCIM 2.0 for automatic provisioning and deprovisioning of users and groups. This ensures that accounts and permissions are always synchronized with your identity platform.

Can I link multiple email addresses to a single user?

In Quill, the email address is a user's unique identifier. Each user therefore has exactly one email address in the system.

Which email address is used to send invitations?

You can configure your own "From" address for sending invitations. This requires the correct SPF and DKIM records.

Where do signer inquiries end up?

All outgoing emails contain a reply-to email address. It's recommended to configure this in Quill so that end-user inquiries are sent directly to your organization and not to Dioss.

Can Quill send reminders?

You can set automatic reminders (for example, after 2, 5, and 10 days) or send manual reminders, either per document or per document series.

Which systems can Quill integrate with?

Quill supports integrations with, among others:

• Document storage: Google Drive, SharePoint, Azure Files, SFTP
• Automation: Webhooks and REST API’s
• Authentication & provisioning: Microsoft Entra ID, Google or other IdP’s via OIDC/SSO, SCIM

Can we pass metadata or custom fields?

Metadata can be sent or used for filtering via API’s and webhooks.

Is Quill GDPR-compliant?

Personal data is only processed where necessary and is always stored within the EU.

How are documents secured?

• Digital signatures are stored in PAdES-LTV format, with time stamping (TSA).
• All data is encrypted, both at rest and in transit.

What certifications does Quill have?

Dioss Smart Solutions is ISO 27001 certified. Pen-tests are performed regularly.
ISO 27001 is an international standard for an Information Security Management System (ISMS) with legal, physical, and technical controls to manage risks.
We operate according to this system to operate in an organized and secure manner and strive for continuous improvement. Dioss Smart Solutions is regularly audited by an accredited certification body.

Does the Quill platform use eIDAS-compliant signing methods?

The Quill platform complies with the strict European eIDAS regulation.

Is the Quill platform GDPR compliant?

Quill is GDPR compliant and only processes personal data that is strictly necessary for providing our services. More information can be found in our privacy policy.

How long are documents retained?

The retention period can be configured according to your own policy or industry regulations. There are restrictions:

• Completed documents: up to 7 days after completion.
• Documents with outstanding actions: up to 30 days.

Is a dashboard available?

Quill has an Insights dashboard that provides insight into usage. This data can easily be exported to Excel for further reporting or analysis.

Is my personal data stored anywhere?

Personal data is only stored if necessary for providing the service. In addition, Quill may use limited data to contact you for feedback, to inform you about new features or services, or to include anonymized data in statistical analyses. Data that is not necessary for the service is not retained.