Documents move between several sites and teams.
With WQ3
Send the document to the required participants wherever they work.
Operations solutions
Turn everyday forms and approvals into trackable workflows
Bring documents moving across sites and teams into workflows that show who owns the next step and what is complete.
Where work stalls
Replace scattered follow-up with a clear workflow
Connect each recurring problem to a practical step the team can follow.
Forms get lost between departments or channels.
With WQ3
Keep the document, status, and completed copy in one journey.
There is no clear view of pending work.
With WQ3
Follow participants and documents waiting for action from one place.
A practical example
How the document moves between participants
A simplified recurring workflow; participants and order can be adjusted around your organization’s process.
Document workflow04
Site or team owner
Start the form
Begin with a template and add the operation or handover details.
Involved parties
Review and confirm
The receiving party or relevant team checks the details and acts.
Manager or authorized person
Approve
The form reaches the decision-maker when approval is required.
Operations team
Follow status
The team sees what is complete and what needs a next step.
Work-related capabilities
What this team needs inside WQ3
Templates for repeated forms
Standardize fields and roles for recurring handovers and work orders.
Explore solutionDistribution across teams
Send individual copies when a document repeats across sites or recipients.
Explore solutionCentral document status
Follow actions and the completed copy instead of searching across channels.
Explore solutionRecurring documents
Start with the documents the team handles every day
- Handover forms
- Delivery acknowledgements
- Work orders
- Internal approvals
- Site forms
- Completion reports
Clarity and control
See where the document is and what happened
The workflow structure helps you follow participants and the completed copy without unsupported legal or regulatory claims.
01
Clear roles across sites and teams.
02
Central status for work waiting on action.
03
A completed copy connected to document actions.
Next step
Explore related documents and capabilities
Start your team’s first signing workflow
Create your WQ3 account, or talk to our team about the documents and roles you want to organize.
Match each operations document to its review needs
Before preparing a document, decide what participants need to confirm and whether an authorized person must approve it. Use these document types as a starting point for that review, rather than assuming every operations form needs the same signing requirements.
Handover forms
Identify the handing-over and receiving parties, then decide whose confirmation is needed before treating the handover record as complete.
Delivery acknowledgements
Check that the intended recipient is included and that the delivery details are ready for review before sending.
Work orders
Review the work details and determine whether the document needs team confirmation, an authorized approval, or both.
Internal approvals
Confirm who has decision-making authority; a recorded signature does not by itself establish that authority.
Site forms
Check the information each recipient should receive before distributing forms across sites.
Completion reports
Decide who needs to review the reported details and which records your team will retain after signing.
A practical checklist from preparation to filing
1. Review the content. Check the operation details and intended recipients before sending. WQ3 locks documents once sent, so make this a preparation step.
2. Separate the requirements. Establish signing authority, the signature level for each signer, and whether identity verification is needed. These are distinct decisions.
3. Check distribution. Use individual invitations for the intended participants. Where the same document repeats across recipients, bulk send creates individual copies.
4. Review completion evidence. Consult the recorded actions and completion certificate, rather than assuming an internal approval happened merely because signing finished.
5. Prepare the record for handover. As an internal filing practice, keep the final file, completion certificate and verification reference together for whoever reviews the document later.
Choose the signing level by the document’s requirements
WQ3 has exactly three signing levels. A document’s title alone does not determine the right choice, and different signers in one document can use different levels.
Electronic signature
Consider this for everyday agreements, including routine handover forms, delivery acknowledgements and internal approvals where the requirements allow it.
Remote signing
Consider this for formal or high-value contracts associated with operations. Confirm the receiving organisation’s required signing form before choosing.
Token signing
Also consider this for formal or high-value contracts. Select between remote and token signing according to the transaction’s requirements, not the document name alone.
Optional account verification
eKYC is an optional account-verification add-on, not a signing level. Require an eKYC-verified account with any level when the signer’s identity must be proven.
Keep follow-up and verification in the control checklist
For reminders and deadlines, define an internal follow-up schedule and assign responsibility for checking pending actions. Treat this as team procedure, not a claim of automated reminder or deadline features.
Use the audit trail to review who did what and when. Every completed document includes a completion certificate; all listed plans include a tamper-evident audit trail.
To verify a signed contract, scan the QR code on the final file or completion certificate. The public check page requires no account and shows signer names, signing levels and recorded timestamps.
Check the file’s SHA-256 fingerprint against the stored fingerprint. Investigate a mismatch before relying on the copy. A match supports file integrity; it does not establish signing authority or approve the contract’s contents.
Frequently asked questions
Which signing level suits operational forms?+
Use electronic signature for everyday documents, and consider remote signing or token signing for formal, high-value documents or those requiring a digital certificate. WQ3 lets you assign a different level to each signer in the same document according to the process requirements.
What should we check before sending a work order or handover form?+
Review the scope of work or items handed over, site details, and any exceptions, then confirm the participants and their authority. Documents are locked once sent in WQ3, so resolve these details before signing begins.
How can we review a dispute about when receipt was acknowledged?+
Consult the audit trail to identify who acted and when; it records actions from sending through final signature and accompanies the completion certificate. Compare that record with the handover form’s contents, because the signing time alone does not establish the physical condition of the items received.
Can someone outside the operations team verify a completed copy?+
Yes, WQ3’s public check page allows verification without an account using the document’s QR code and reference. It compares the file’s SHA-256 fingerprint with the stored fingerprint to reveal changes and displays signer names, signing levels, and step timestamps.
Does every participant in an operational form need identity verification?+
Base that decision on the document’s requirements and the operational risk; when proof of signer identity is needed, you can require an eKYC-verified account with any signing level. eKYC is an account-verification add-on, not a signing level, and confirming identity does not replace checking the person’s authority to receive or approve.