Signatures
Ordinary Electronic Signatures
FormSG provides options that can be considered as Ordinary Electronic Signatures (OES) under the Electronics Transaction Act (ETA). When implementing OES, admins must ensure that they capture respondents' identity and intention, in clear proximity. This is so that the individuals are explicit in confirming their identity and agreeing to the stated declaration or purpose of the transaction. The form of OES adopted should be calibrated to the stakes of the transaction.
When the risk mitigation steps are applied and documented, you can create a stronger form of OES that is more defensible.
For more information about electronic signatures, refer to the circular (government intranet-only) by SNDGO.
Identity
Singpass & MyInfo
e.g Name, NRIC
Email field
Enable email OTP verification
Enable email domain restriction
Phone number field
Enable SMS OTP verification
Signature field
Verify against specimen signature
Intention
Checkbox field
Signature field
Yes/No field
Risk mitigation
Results page
Copies of the response (e.g. PDFs, emails)
Witnesses
Form admins can use a different combination and need to calibrate based on the stakes of their use cases.
Identity
Singpass + MyInfo authentication
Using MyInfo, you may display the signer's name as a non-editable Name field.
Email field with One-Time Password (OTP) feature enabled
By enabling OTP, the respondent must have access to their email inbox at the time of submission.
Intention
Checkbox field acknowledgement
Include a clear checkbox option requiring signer to confirm their identity and acknowledge that ticking the box constitutes their electronic signature. Checkbox must be mandatory before submission.
Workflow approvals
In a workflow involving 2 or more respondents, you can use the Yes/No field for the respondent to provide their intention.
Signature field
Include a signature draw field requiring signer to confirm their identity and acknowledge that providing the drawn signature constitutes their electronic signature. Signature field must be mandatory before submission.
Risk mitigation
An encrypted submission stored on FormSG may look something like this:
Form submissions once received are sealed (encrypted) and stored
Can only be unsealed with the secret key that only the form admin has. Any changes (even a single character) to the sealed data makes the unsealing fail as the data would be corrupted.
This results in a submission that is write-once and tamper-proof.
Form submissions are non-fungible
Submissions are uniquely assigned to a response ID and cannot be replaced or exchanged.
Form submissions are write-once only during submission.
Copies of the submission, including through emails, PDF copies can be used for easier processing. However, it is important to retain the secret key and access the data through FormSG in the event of a dispute.
🇸🇬 🔐 Singpass & Myinfo option
Step 1: Click into "Settings" at the top
This can be found to the top navigation bar in your form.
After clicking settings, click on "Singpass" on the left navigation panel.
Step 2: Enable Singpass authentication
Toggle/on the following:
Enable Singpass authentication
Collect NRIC/FIN/UENs with form submissions
After enabling Singpass authentication, respondents must log in with Singpass before filling the form.
Step 3: Create Myinfo fields (optional)
With MyInfo, users can automatically pre-fill selected personal data fields using verified information from government sources, after providing consent through Singpass.
Navigate to Create -> Add fields
Under the MyInfo tab, you will see MyInfo fields that can be created.
Each of these fields will state whether the data is verified for specific groups (Singaporeans, Permanent Residents, Foreigners with Singpass). If there is a green checkmark, it means that this is verified and the pre-filled information cannot be edited.
Step 4: Receive output
If form admin's email was included in the email notifications settings, they will receive an email response with the unique response ID and submission timestamp.
If "Collect NRIC/FIN/UENs with form submissions" was toggled on, the NRIC will be captured in the response email under Singpass Validated NRIC .
If MyInfo fields were created and submitted, they will also be captured with the [MyInfo] tag added. You may save this email for audit purposes.
To view the responses later, you may also navigate to the form's Results and enter the secret key.
Open the form response by clicking its response ID.
Each response page also shows the unique response ID and timestamp.
In this example, the MyInfo name will also be captured with the [MyInfo] tag.
There is also a SingPass Validated NRIC captured.
Optionally, you may save this as a PDF:
Right-click anywhere on the page.
Select Print.
In the printer destination, choose Save as PDF.
📧 Email OTP option
Step 1: Click onto "Add Fields" icon.
This can be found to the left panel in your form.
Step 2: Create an "Email" field
To quickly find the field, you may use the search function.
Step 3: Rename field name and toggle options
The default field name can be changed. The Email field also has several options that can be toggled on.
Step 4: Set OTP verification (optional)
If you enable "OTP verification", the respondent will be required to verify their email using a One-Time Password before submitting. This ensures that the email address is valid and the respondent is the owner.
Step 5: Restrict email domains (optional)
If you enable "Restrict email domains", only email domains listed will be allowed to be entered into the field.
This will be useful in scenarios such as allowing only your agency emails to be entered.
Step 6: Receive outputs
If form admin's email was included in the email notifications settings, they will receive an email response with the unique response ID and submission timestamp.
The email address will also be captured in the response email. Notice that there is a [verified] tag added by FormSG. You may save this email for audit purposes.
To view the response later, you may also navigate to the form's Results and enter secret key.
Search for the response ID and click into it.
Similarly, the unique response ID and timestamp will be included in each response's page.
In this example, the email address will also be captured with the [verified] tag.
Optionally, you may save this as a PDF:
Right click on the page
Click on "Print"
Change printer destination to "Save as PDF"
☑️ Checkbox option
Step 1: Click onto "Add Fields" icon
This can be found to the left panel in your form.
Step 2: Create a "Checkbox" field
To quickly find the field, you may use the search function.
Step 3: Rename field name and options
The default field name can be changed.
In this example, we changed the field name to Declaration (or Acknowledgement) and options to clauses (or terms & conditions).
Step 4: Set selection limits (optional)
In this example, the clauses must be checked completely in order to submit, hence we can set a minimum selection limit equal to number of clauses.
Step 5: Receive outputs
If form admin's email was included in the email notifications settings, they will receive an email response with the unique response ID and submission timestamp.
The declaration and clauses will also be captured in the response email. You may save this email for audit purposes.
To view the response later, you may also navigate to the form's Results and enter secret key.
Search for the response ID and click into it.
Similarly, the unique response ID and timestamp will be included in each response's page.
In this example, the declaration and clauses checked will also be captured.
Optionally, you may save this as a PDF:
Right click on the page
Click on "Print"
Change printer destination to "Save as PDF"
❓ Refer to FAQs
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