E-witnesses procedure in a document management system
A document management system integrates with a video conference system to ensure that proper electronic witness procedure is performed for document validation. The document management system accesses a video conference between a user and an electronic witness, and then instructs the user to electronically sign the document while the electronic witness observes. The document management system receives confirmation that the electronic witness observed the video of the user electronically signing the document. The document management system combines and stores portions of the video conference that correspond to the electronic witness's validation of the document.
1. A method comprising:
accessing, by a system, a video conference between at least a signing entity and a witness entity;
providing, by the system, a document to the signing entity, the document including a field for an electronic signature from the signing entity;
instructing, by the system, the signing entity to electronically sign the document by including a signature within the field of the document;
instructing, by the system, the witness entity to observe video of the signing entity electronically signing the document within the video conference;
receiving, by the system, an indication that the signing entity has electronically signed the document;
determining, by the system, one or more video quality metrics of the video conference;
receiving, by the system, based on determining that the one or more video quality metrics of the video conference satisfy a witness threshold criteria, a confirmation from the witness entity that the witness entity observed the video of the signing entity electronically signing the document;
combining, by the system, portions from the video conference that include one or more of the video of the signing entity electronically signing the document, video of the witness entity observing the document being electronically signed by the signing entity, or video of the witness entity confirming that the witness entity observed the video of the signing entity electronically signing the document;
storing, by the system, the combined portions from the video conference in conjunction with the electronically signed document;
and
based on determining that the one or more video quality metrics of the video conference fail to satisfy the witness threshold criteria, preventing, by the system, the witness entity from confirming that the witness entity observed the video of the signing entity electronically signing the document.
2. The method of claim 1 , wherein the combined portions from the video conference further comprise one or more of video of the signing entity being instructed to electronically sign the document or video of the witness entity being instructed to observe the video of the signing entity electronically signing the document.
3. The method of claim 1 , wherein the received confirmation that the witness entity observed the video of the signing entity electronically signing the document comprises one or more of: the witness entity selecting a button, the witness entity electronically initialing the document, or the witness entity electronically signing the document.
4. The method of claim 3 , wherein the received confirmation is generated in response to an interaction by the witness entity within an interface of the system or an interface of a central video system configured to establish the video conference between at least the signing entity and the witness entity.
5. The method of claim 1 , wherein the document comprises one or more of: a contract, an employment agreement, a purchase agreement, a services agreement, or a financial agreement.
6. The method of claim 1 , further comprising obscuring, by the system, personally identifiable information in the video conference.
7. The method of claim 1 , wherein the one or more video quality metrics include one or more of a video bandwidth or a video resolution.
8. The method of claim 1 , wherein the witness entity is a notary.
9. The method of claim 1 , further comprising:
generating, by the system, a transcript of the video conference; and
combining, by the system, the transcript with the combined portions from the video conference.
10. Non-transitory computer-readable storage media storing executable instructions that, when executed by a hardware processor, cause the hardware processor to:
access a video conference between at least a signing entity and a witness entity;
provide a document to the signing entity, the document including a field for an electronic signature from the signing entity;
instruct the signing entity to electronically sign the document by including a signature within the field of the document;
instruct the witness entity to observe video of the signing entity electronically signing the document within the video conference;
receive an indication that the signing entity has electronically signed the document;
determine one or more video quality metrics of the video conference;
receive, based on a determination that the one or more video quality metrics of the video conference satisfy a witness threshold criteria, a confirmation from the witness entity that the witness entity observed the video of the signing entity electronically signing the document;
combine portions from the video conference that include one or more of the video of the signing entity electronically signing the document, video of the witness entity observing the document being electronically signed by the signing entity, and video of the witness entity confirming that the witness entity observed the video of the signing entity electronically signing the document;
store the combined portions from the video conference in conjunction with the electronically signed document; and
based on a determination that the one or more video quality metrics of the video conference fail to satisfy the witness threshold criteria, prevent the witness entity from confirming that the witness entity observed the video of the signing entity electronically signing the document.
11. The non-transitory computer-readable storage media of claim 10 , wherein the combined portions from the video conference further comprise one or more of video of the signing entity being instructed to electronically sign the document or video of the witness entity being instructed to observe the video of the signing entity electronically signing the document.
12. The non-transitory computer-readable storage media of claim 10 , wherein the received confirmation that the witness entity observed the video of the signing entity electronically signing the document comprises one or more of: the witness entity selecting a button, the witness entity electronically initialing the document, or the witness entity electronically signing the document.
13. The non-transitory computer-readable storage media of claim 12 , wherein the received confirmation is generated in response to an interaction by the witness entity within an interface executed by the hardware processor or an interface of a central video system configured to establish the video conference between at least the signing entity and the witness entity.
14. The non-transitory computer-readable storage media of claim 10 , wherein the document comprises one or more of: a contract, an employment agreement, a purchase agreement, a services agreement, or a financial agreement.
15. The non-transitory computer-readable storage media of claim 10 , wherein the instructions further cause the hardware processor to obscure personally identifiable information in the video conference.
16. The non-transitory computer-readable storage media of claim 10 , wherein the one or more video quality metrics include one or more of a video bandwidth or a video resolution.
17. The non-transitory computer-readable storage media of claim 10 , wherein the witness entity is a notary.
18. A document management system comprising:
one or more hardware processors; and
non-transitory computer-readable storage media storing executable instructions that, when executed, cause the one or more hardware processors to:
access a video conference between at least a signing entity and a witness entity;
provide a document to the signing entity, the document including a field for an electronic signature from the signing entity;
instruct the signing entity to electronically sign the document by including a signature within the field of the document;
instruct the witness entity to observe video of the signing entity electronically signing the document within the video conference;
receive an indication that the signing entity has electronically signed the document;
determine one or more video quality metrics of the video conference;
receive, based on a determination that the one or more video quality metrics of the video conference satisfy a witness threshold criteria, a confirmation from the witness entity that the witness entity observed the video of the signing entity electronically signing the document;
combine portions from the video conference that include one or more of the video of the signing entity electronically signing the document, video of the witness entity observing the document being electronically signed by the signing entity, or video of the witness entity confirming that the witness entity observed the video of the signing entity electronically signing the document;
store the combined portions from the video conference in conjunction with the electronically signed document; and
based on a determination that the one or more video quality metrics fail to satisfy the witness threshold criteria, prevent the witness entity from confirming that the witness entity observed the video of the signing entity electronically signing the document.