The Online Digital Signature Way

A Digital Signature Blog


Month List

March 21, 2017

Independent verification of signed documents is so important.  We know it is one of the key reasons people choose Secured Signing. It is the reason Secured Signing uses a personal PKI digital signature for every document signed. The signed document contains everything needed to verify the document is authentic and reliable. We don’t need to keep a copy of your document so we don’t.

But accidents happen and on occasions people can forget to save their signed document somewhere safe. Secured Signing now provides the option to keep an online or cloud based archive of all signed documents.

It’s your choice to enable the cloud archive option. In My Settings it is simply a case of turning on the cloud storage option.  For enterprise accounts you can choose to enable cloud storage for all accounts or just some.

With cloud storage enabled, when the singing process is complete and the document is removed from Secured Signing, a copy will be saved to the cloud. We use a specialised service provider for the storage and documents are held in an encrypted format for peace of mind.

The My Documents page provides a complete history of all the document you have added to Secured Signing. It shows you a summary for each document and the option to display the log or audit trail for each document. If you enable cloud storage, you will also be able view the signed document.

The optional cloud storage service is offered to Secured Signing customers at no additional cost.

Another great option to ensure you never lose a signed document is to setup a default completion recipient. Adding your records team as the default completion recipient means that Secured Signing will send them a copy of all signed documents automatically without you having to remember. You may also be able to use the email address for your recordkeeping system as the completion recipient.

Til next time,

Cheers John


General

Feb 23, 2017

Welcome to the latest in a series of posts covering the new capabilities of the Summer 2017 release of Secured Signing. This post will cover how you can add a reviewer to the signing process.  

It may be that your manager may need to approve an agreement before it is sent to a supplier to sign. There may also be a need to get approval from the customer's accountant or lawyer before they sign your document. Whatever the specific reason, adding a reviewer into the signing workflow automates the process and ensures you have a record of the approval right in the document log.

My last post talked about adding additional recipients to a signing workflow. Adding a reviewer is simply a case of promoting one, or more, of your notification recipients to be a reviewer. From the invitation workflow screen, enable additional notification recipients and click the View/Manage button. Select your notification recipient and select the Reviewer role for that recipient.  

 

The reviewer notification recipient will receive an email inviting them to review the document. The Review button or link in the email will take them directly to the document in Secured Signing. Once they have read the document, they have the option to approve or reject the document. Once all reviewers have approved the document, the signing process will commence and invitation will be sent.  

Should the reviewer reject the document, a reason must be supplied. If a document is rejected, the signing process is cancelled and no invitations to sign will be issued. The document owner will receive notification the document has been rejected.

All review activities are recorded in the document log. In the case a document is rejected, this will include the reason for the rejection.

Watch our videos:

·         Adding a Reviewer to Your Signing Workflow - https://vimeo.com/205130042

·         Working with the Notification Recipients / Reviewer Portal - https://vimeo.com/205128386

Making the review process part of the signing workflow means the signing process starts as soon as the review phase completes without the document owner needing to do anything, It is one more way that Secured Signing makes your process quicker and simpler.

'Til next time

Cheers, John


General

Jan 31, 2017

If you have ever wanted to include someone in a Secured Singing workflow, who doesn't sign, but is kept up to date on how things are progressing, you are not alone.  We have had requests from procurement teams for the manager to receive notifications on all contract signings. Some companies wanted the notification that a signing process had been completed to go to a centralised processing team to ensure the signed document was always recorded properly. The development team know a good idea when they see one, so they built it!

Notification recipients and completion recipients are just a couple of the more than 100 enhancements that have been made to Secured Signing with the Summer 2017 release. There's far too much to talk about in a single post, so this time I'll focus on how you can use additional recipient notifications.  

When you send an email asking somebody to do something, you address the email to that person in the 'To' field.  You may also want to let somebody else know what is happening, even though they don't need to do anything personally. For an “FYI” recipient, you may add that person to the 'CC' field. Think of additional recipients as a "CC" to your signing workflow.

Including an additional recipient in your signing process couldn't be simpler. Simply click the checkbox on the invitation workflow screen and click the View/Manage button to select one or more people to receive additional notifications. Notification recipients will receive all the notifications for the singing process but they are not able to sign the document. Completion recipients will only receive notification of completion of the signing process.


When additional recipients are selected, the document owner can type the details during the invitation process. To make it even simpler, they can select the person from a list of recipients.  The list of notification and completion recipients is managed in the account settings.  

In the email Notification recipients receive. a link to the notification recipients’ portal is provided. The portal provides a dashboard showing all the documents where the person has been included in the singing workflow.  For each document, the due date and the status of the signing process is displayed along with links to click through to the document and the document log.  The portal shows current documents, recently signed documents and a full history of documents the person has been included as a notification recipient. The notification recipient portal can be accessed directly from the Secured Signing website. 

To include additional recipients, you will need to enable notification recipients and/or completion recipients in your account settings. The toggle to turn on additional recipients are shown under the We Sign heading on the My Setting page in My Account.


Next time we'll talk about a great variation on additional recipients - reviewers!  Reviewers must read and approve the document before the invitations to sign are issued. Stay tuned to find out more.

'Til next time

Cheers, John



General

December 16, 2016

As we wish you and you and your family all the best for the holidays and the New Year, it is timely to cast a glance over our shoulder at 2016. 

This year has seen a real focus on building out how the Secured Signing platform works with other systems.  We have a seen a range of new Connectors come on stream including the RDB ProNet and Recruitment Online systems used in the recruitment industry as well as the FinPower Connect loan management system.  As well as these Connectors, our application programming interface or API has been used to power a slew of integrated projects for specific customers. 

The development team also found time to enhance our Smart Tag integration and automation capability.  The addition of Field Smart Tags to the existing Signature Smart Tags means you can now turn your existing forms into Secured Signing forms you can invite your customers to fill and sign online.  

It has been a real pleasure to welcome all our new customers who chose Secured Signing for their online signing needs this year.  To all our customers, a sincere thank you for continuing to use Secured Signing in 2016.  We look forward to the chance to continue to work together in 2017.  Stay tuned for some exciting new capabilities early in the New Year!

’Til then

Happy Holidays!

John


General

November 1st, 2016

Ditching your paper and PDF forms for online forms is convenient for customers, great for your business and it has never been easier.

The advantages of online forms are numerous. In this post I'll bring together and summaries the benefits I've written about previously. The links here will take you to previous posts that have focused in more detail on that particular benefit.  So dig in!

Getting a complete form the first time around is the number one advantage of online forms. It means you aren't wasting time chasing up missing details. Secured Signing allows you to identify any form field as required, meaning the person will not be able to sign and submit the form, if that field is not completed. All our form tools including Form Filler, Smart Tag Forms and Form Direct give you the option to make a field required or mandatory.

Online forms also ensure the forms you receive are not only complete, but also correct. Field validation ensures data is in the correct format, like ensuring a phone number field only contains numbers and is exactly 10 digits. Lookup validation is an even more powerful tool to make sure the information in your form is correct.  Examples include looking up BSB data for banking details, or validating addresses. Any Form Direct solution we build for you, can utilise field validation for top quality data.

Online forms also allow you to stop wasting time and effort on data entry.  An integrated Form Direct solution will give you not only a signed form for your records but also update your core business software with the information it contains; no data entry required.  This saves time, wasted effort and removes the potential for keying errors to creep into your database.

More than half of the visitors to your website will be using a mobile device. For these people, downloading and filling out a PDF form simply doesn't work. An online form that can be filled directly in the web browser means everybody can fill and sign your form on any device.

Last month I mentioned you can now use Smart Tags to build forms that work with Secured Signing using the software you are familiar and comfortable with. It is such a simple and powerful way to build forms you can invite your customers to fill and sign online, using just a web browser.

You know your customers hate filling out forms so make it as quick and painless as possible for them. Giving them online forms they can complete on any device at anytime will also give you complete and correct forms the first time around and the option to completely avoid data entry.

You can have your first online forms being filled and signed later today. If you don't have a Secured Signing account, grab a free trial account and try out the Smart Tags and Form Filler options.  Get in touch to discuss a Form Direct solution tailored to your specific needs.

'Til next time

Cheers, John


General