Scenarios of how documents can be placed in the system
The process of signing documents in the system is simple, flexible and adaptable to various scenarios. The system allows you to quickly add documents to be signed digitally to the system, to handle documents with manual signatures and to integrate with third party providers of electronic signatures.
- Upload a document that must be signed digitally and assign it to the selected employee authorized to sign documents electronically.
- Add a scanned copy of a document signed traditionally in order to keep its image in the system.
- Use the mechanism of electronic signature delivered by a third party provider and integrated with eSignature.
- Take advantage of the possibility to select an already existing document in eDocuments
- Select document signatories
- Determine the sequence of signing of documents
- Specify the accepting officer to approve a document before signing
- Get a preview of document signing status and a notification of process completion
Approving documents
eSignature makes it possible to approve or reject an application before signing, ensuring full control over document circulation. If a document necessitates extra verification, you can send it to another person with a comment thus facilitating communication and clarifying doubts. If a document is rejected, the system allows you to select the reason in order to speed up the decision making process and to ensure greater transparency of actions.
Full flexibility in signing of documents
Adapt the manner of signing documents to your needs.
- Qualified signature – using a qualified certificate
- Standard and advanced signature – in line with the National Clearing House system KIR Szafir
- Electronic seal – guarantees authenticity of documents
- Signature visualisation – adding a graphic version of a handwritten signature
- Time stamp – precise information on the date and time of signing
- A document can only be signed after another person has signed it
- Content preview before signing
- A document can be signed for another person (power of attorney)
- A document can be rejected with reason for rejection specified
- Configurable e-mail notifications of a document being ready for signing
Secure archiving of documents
Signed documents are stored in an archive which ensures they can be easily accessed at any time. A complete record of all actions enables you to track all operations related to a given document. It is also possible to download a signed file and to search, filter and sort documents by categories and cases in order to facilitate organization and resource management. In addition, the system allows you to control access to the archive by managing roles and assigning rights to raise the security of stored documents.
Automated signing of documents
eSignature improves document circulation and ensures complete control over their status, timeliness and compliance with corporate procedures. Integrated mechanisms of automation minimize the risk of delays and boosts operating performance.
- Automatic granting of status to documents to be signed
- Possibility to determine SLA for the time needed to sign a document
- Automatic reminders of the deadline for signing a document
Status notifications and tracking
Efficient management of documents necessitates constant access to information on their status. The system sends automatic notifications on the need to sign a document and informs you of it being processed further. As a result, document circulation is still under complete control and every stage can be easily tracked.
Security and access control
eSignature ensures highest level of security and protects both your data and the whole process of signing documents. By being able to manage roles and grant rights precisely, you can control who can access individual documents and who can sign them in order to minimize the risk of unauthorized access.
