It's time! It's time to adapt business processes in order to work more effectively and securely. In the business world, ever better digital workflows are helping with this. There are more and more platforms and solutions that can help with everything from absolutely standard processes to niche special applications. One of these standard processes that can be significantly improved thanks to digital solutions is obtaining signatures.
In this article, we explain what a digital "signature workflow" is and how you, your company or your network will be helped if you rely on sensible digitalization for this use case.
Analog versus digital: How do you obtain signatures?
Of course, there is the "old-school" option: signing with a pen on paper. Viewed in isolation, this doesn't cost much either - especially if you are the person signing - and sometimes looks "fancier" or even more formal. Especially when combined with a physical meeting. A 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, mailing, waiting for returns, etc.). This also means: media breaks that dilute the evidential value, time-consuming archiving and, last but not least: Obtaining or waiting for a signed and returned contract is very time-consuming.
The now well-known alternative: the digital or electronic signature: Technically speaking, this 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. Find out more. What is technically complex and highly secure in the background is concealed in the foreground by an easy-to-use user interface. Legally valid digital signing is ultimately as simple as making an online bank transfer.
Dr. Fabian Knirsch (CTO, sproof GmbH)
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 the respective type of digital signature and its binding nature are different"
With a simple electronic signature or image caption, it is not possible to detect tampering. In short: only a signature that can be verified by a publicly approved verification service can be classified as legally compliant. Platforms such as sproof sign specialize in both the creation of signatures to the highest standard and the integrated verification of any document.
Limitless, simple, digital. Obtaining signatures with an e-signature platform (in the corporate context).
Signature platforms make it possible to more or less comprehensively map digital signature processes, also known as signature workflows. This is particularly important when it comes to obtaining signatures. sproof sign specializes 100% in issuing and obtaining signatures and excels in these workflows.
But what is a workflow in the context of signing documents?
In general, a workflow is a structured sequence of work steps to achieve a specific goal or result. The individual work steps, their sequence, responsibilities and dependencies are defined in order to carry out the work efficiently and effectively.
The same applies to obtaining signatures. A good e-signature tool makes it possible to map all conceivable approval processes in order to save time and personnel resources. All this is done while guaranteeing the highest standards of security and compliance in the company.
The power of the workflow: Obtain external digital signatures in just 5 steps
1) Add business contactsOf course! If I want to approve 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 party. In the case of the advanced electronic signature (AES), proof of identity is directly linked to the personal email address. This means that the other party 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 start of the signature request. As a rule, frequently used contacts are automatically suggested during collection processes and all contact data is automatically entered in a simplified contact management system where it can be viewed and edited.
2) Define signature standardAs already described in detail, the signature standard is essential with regard to the desired probative value of a requested signature. It is important to know that the signature standard can be defined for the signing counterparty, but does not have to be. For example, if it is a contract of high formal importance, the qualified electronic signature can be assumed or other types of signature can be technically excluded. If the other party does not have the option of signing with a qualified signature, an e-signature tool will automatically guide you through the identification process
3) Define sequences & rolesThere are various use cases where you want to avoid multiple contacts receiving a document for signature at the same time. One use case could 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.
4) Define signature positionOne of the most important features of every signature platform is the "definition of placeholders for signatures". You can define exactly on which page, who has to sign and where. With sproof sign, the size of the signature card can also be adjusted.
5) Set a deadline for signing & send remindersIn the final step of the workflow, most comprehensive all-in-one signature solutions allow you to set a deadline, write a friendly (or specific) invitation text and, most importantly, automatically remind the recipient of the deadline. This significantly increases the success rate of receiving the countersigned document on time. Not to mention the fact that this workflow significantly minimizes the "time-to-decision" anyway.
6) (Optional:) Verify received signatures directly in sproof signAs mentioned, it is important to understand that qualified and advanced electronic signatures guarantee the highest level of security because their validity can be validated very easily. A directly integrated verification mechanism - as available in sproof sign - enables complete traceability and security in important approval processes.
The digital signature from the invited person's perspective
It is essential for the inviting person that all signatures are returned on time. Low-threshold access to the signature platform is crucial. sproof sign has optimized this process:
- As described, the inviting person sends out the document for signature by email
- The invited person receives the email, clicks on the link and can sign the document directly without registering (!)
- If a qualified signature is required and the invited person does not yet have an existing QES identification (the option to sign with a qualified signature), the invited person is taken directly through the identification process after registration.
- There are never (!) any costs for the invited person.
- If you are already a sproof sign user:in, you can of course file the document or, if desired, forward it for further signing, place it in the stack, delegate signature requests, etc.
Want to get started? Register now for free and get your first signature
You'll only find this at sproof sign. We have endeavored to make it as easy as possible for our users to get started in the world of digital signatures. With a free private account, you can use the platform immediately and make your first digital signatures yourself or obtain them barrier-free throughout Europe.
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