It’s about time! It’s time to adapt business processes to work more effectively and more securely. In the business world, ever-improving digital workflows are helping to achieve this. There are more and more platforms and solutions that provide a remedy for absolutely standard processes up to niche special applications. One of these standard processes, which can be significantly improved thanks to digital solutions, is the collection of signatures.

In this article, we explain what a digital “signature workflow” is and how you, your company or your network can be helped if you rely on meaningful digitization for this use case.

Analogue versus digital: How do you collect signatures?

Of course, there is the “old-school” variant: signing with pen on paper. Viewed in isolation, this doesn’t cost much either – especially if you are the signing person yourself – and sometimes seems more “chic” or even more formal. Especially combined with a physical meeting. The handwritten signature is legally valid anyway.

A second look reveals the “rat’s tail”: a very complex, laborious and resource-intensive process (printing, scanning, stamping, shipping, waiting for return, etc.). This also means: media breaks that dilute the evidential value, time-consuming archiving and, last but not least, obtaining or waiting for a ready-to-sign and returned contract is very time-consuming.

The now well-known alternative: the digital or electronic signature
Technically, it is a cryptographic method based on asymmetric encryption algorithms. This makes it possible to verify the authenticity of the document and the identity of the signatory.

What is technically complex and highly secure in the background is hidden in the foreground by an easy-to-use user interface. In the end, legally valid digital signing is as easy as making an online transfer.

Basically, there are different ways to sign digitally: simple, advanced and qualified. Despite the superficially identical appearance of the digital signatures on the final document, the status of each type of digital signature and its binding nature are different.”

Dr. Fabian Knirsch (CEO & Co-Founder, sproof GmbH)

In the case of a simple electronic signature or caption, it is not possible to detect manipulation.

In short, only a signature that is verifiable by a publicly approved verification service can be classified as legally compliant. Platforms such as sproof sign specialize in creating signatures to the highest standard as well as in the integrated verification of any document.

Borderless, simple, digital. Obtaining signatures with an e-signature platform (in the corporate context).

Signature platforms make it possible to map digital signature processes, also known as signature workflows, to a greater or lesser extent. The importance is particularly important when obtaining signatures. sproof sign is 100% specialized in issuing and obtaining signatures and convinces with the workflows mentioned.

But what is a workflow in the context of document signing?

In general, a workflow is considered a structured sequence of work steps to achieve a specific goal or result. The individual work steps, their order, responsibilities and dependencies are determined in order to carry out the work efficiently and effectively.

The same applies to the collection of signatures. A good e-signature tool makes it possible to map all conceivable approval processes in order to save time and personnel resources. The whole thing is done with guaranteed compliance with the highest standards of security and compliance in the companies.

The power of workflow: Obtain external digital signatures in just 5 steps

Add business contacts

Naturally! If I want to release a document for signature, the first step is to know the contact details. In most cases, signature requests are processed via the e-mail address, as the e-mail address is already a good basis for authenticating the other person. In the case of advanced electronic signatures (FES), proof of identity is directly linked to the personal email address. According to this, the other person issues a digital signature with the same email address that was used for the signature request.

One advantage of an e-signature platform is the simple management of contact data right at the beginning of the signature request. As a rule, frequently used contacts are automatically suggested during collection processes and all contact details are automatically entered in a simplified contact management system where they can be viewed and edited.

Define signature standard

As already described in detail, the signature standard is essential with regard to the desired evidential value of a requested signature. It is important to know that you can define the signature standard for the signing counterpart, but you don’t have to. If, for example, the contract is of high formal importance, the qualified electronic signature may be required or other types of signatures may be technically excluded. If the other person does not have the opportunity to sign in a qualified manner, an e-signature tool will automatically guide you through the identification process

Define Sequences & Roles

There are various use cases where you want to avoid several contacts receiving a document for signature at the same time. One use case can be that the management should sign after representatives of two other departments and finally the secretariat receives the document for viewing or for a final download.

Define Signature Position

One of the most important features of any signature platform is the “Defining Placeholders for Signatures”. You can specify exactly on which side, who has to sign where. With sproof sign, the size of the signature card can also be adjusted.

Set a deadline for signing & send reminders

In the last step of the workflow, most comprehensive all-in-one signature solutions allow you to set a deadline, write a friendly (to specific) invitation text and, most importantly, automatically remind the recipient of that deadline. The success rate for receiving the countersigned document in a timely manner is thus significantly increased. Not to mention that this workflow significantly minimizes the “time-to-decision” anyway.

(Optional:) Check received signatures directly in sproof sign

As mentioned, it is important to create an understanding that the qualified and advanced electronic signature guarantees the highest level of security because its validity can be validated very easily. A directly integrated verification mechanism – as available in sproof sign – enables complete traceability and security for important approval processes.

The digital signature from the invitee’s point of view

It is essential for the inviting person that all signatures are returned on time. A low-threshold entry into the signature platform is crucial. sproof sign has streamlined this process:

• As described, the inviting person sends out the document for signature by e-mail.
  
• The invited person receives the e-mail, clicks on the link, and can sign the document directly without registering (!).
  
• If a qualified signature is required, and the invitee does not yet have an existing QES identification (the ability to sign in a qualified manner), the invitee will go directly through the post-registration identification process.
  
• For the invitee, there are never (!) Cost.
  
• If you are already a sproof sign user, you can of course store the document or, if desired, forward it for another signature, put it on the stack, delegate signature requests, etc.

You want to get started? Register now for free and get your first signature

You can only find this at sproof sign. We have tried to give our users the easiest possible start in the world of digital signatures. With a free private account, you can start using the platform immediately and make your first digital signatures yourself or obtain them barrier-free throughout Europe.