With over 100 million users and 78% of Fortune 500 companies using SharePoint has phenomenally transformed the way businesses organise, store and share documents across the globe. In fact, it has also greatly contributed to the paperless movement in the business world as several business entities continue to move from physical filing cabinets to virtual document libraries.
Today, many business procedures revolve around documents that require signatures and approvals. So even if the workflow starts in SharePoint, it stops at a point when a signature is needed causing frustrating delays and resulting in additional paper-related costs. During such crucial circumstances, E-signature add-ons bring robust document signing and enhanced workflow capabilities to SharePoint. With the help of pre-integrated signature connector, documents can be successfully routed for e-signing using SharePoint workflows. The moment the document is signed, it gets automatically stored back into SharePoint along with a detailed audit trail.
However, there are numerous SharePoint development companies which emphasise on making effective use of e-signatures. In the following post, I would like to mention some of the top reasons that why organisations adopt a purpose-built, e-signature solution for SharePoint.
In a normal scenario when a regulated organisation undergoes a compliance audit, they are often asked to prove the exact business procedures they followed. This thing applies to both external-facing as well as internal contracts. Moreover, auditors even look around for a record of every time key documents were touched especially when and by whom.
So whether you are a pharmaceutical distributor shipping controlled substances, a government agency undergoing a financial audit, or an auto manufacturer tracking compliance with safety regulations and the pressure to fully document decisions is increasing on the constant basis. All you can do is seek around for robust e-signature solutions like eSignLive for SharePoint and eSignLive for Nintex SharePoint that solves automatically by simply capturing a comprehensive audit trail of everything each signer saw and did during the signing process.
Right from moving to the next document or web page to clicking on a button, applying a signature; and downloading completed copies of documents, etc everything is captured in detail. In addition to this, the date and time for each section are also recorded. And chances are there you can even verify signed documents offline – independent of e-signature solution.
Presently more and more organisations have started supporting borderless digital business scenarios and move to the cloud, one can easily find a growing need to ensure that data is protected and complies with local data privacy laws. It may quite interest you to know that companies have started looking for e-signature add on especially the ones which are hosted in global data centres. For instance, in Europe, eSignLive runs on data centres in the UK and Germany.
Another important area where e-signatures could improve SharePoint is digital signature security. Once the document is e-signed, both the data contained as well as the electronic signature present in the document are protected with this encryption technology. In simple words, the digital signature creates a hash or digital fingerprint of the document and that is used to verify document integrity. In case, if the document is tampered with, the electronic signature automatically becomes invalidated.
Authenticating users and transactions have become one of the top most priorities for companies conducting business online and via the mobile channel. Now when capturing signatures electronically, organisations need to take steps to verify the signer’s identity, and they need to tie that authentication to the e-signed record. Having a wide range of authentication methods and the ability to configure them according to your use cases makes it easier to provide signers inside and outside your organisation with a fast, seamless and secure experience.
You can use these common authentication methods:
- Single Sign-on (SSO).
- Digital certificates to create Advanced and Qualified e-Signatures (eSignLive meets eIDAS requirements out-of-the-box).
- Email authentication.
- PIN sent by SMS text to the signer’s phone.
- Q&A authentication (also known as “secret challenge questions”).
- ID verification and authentication services such iDIN and VASCO’s DIGIPASS.
Do you know what is at heart of any digital transformation? It is the customer, partner, and employee experience. Presently, organisations endeavour hard to make it easy for all of these parties to collaborate and do business. But simply offering a digital process is not enough to guarantee a great e-sign experience. An e-signature solution has the flexibility to support any requirement you have, no matter how simple or complex. For example:
- A responsive mobile signing experience on any device.
- Signer workflows (e.g., signing order, in-person vs. remote, delegation).
- Flexibility in the type of signing method (hand-scripted, click-to-sign, click-to-initial).
- Multiple languages.
- White labelling (Your brand – not the vendor’s – should appear in the notification emails and UI. This creates a trusted experience between you and your customers, protects your brand and helps achieve high completion rates.)
Adopting any of these aforementioned e-signatures in Microsoft SharePoint or Nintex SharePoint can be a quick and easy decision. Besides, it does not require any additional programming resources.