Key Discussion Points:

Environmental Benefits of Digital Signatures

• Digital signatures significantly reduce carbon emissions by eliminating the need for printing, scanning, and courier services.

• Creating a PDF and sending it digitally for signing saves up to 20 grams of carbon dioxide compared to the traditional print-sign-courier method.

• This approach also reduces the consumption of ink, paper, and the wear and tear on printers, contributing to a substantial environmental win.

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Introducing Secured Signing

• Secured Signing is a digital signing and online forms cloud platform launched in 2010.

• It operates on Microsoft Azure, ensuring data sovereignty by hosting data in the user’s country (e.g., Australian data in Australian Azure servers, European data in European Azure servers).

• The platform integrates with various software across industries, including finance, legal, recruitment, and local councils.

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The Importance of SharePoint

• SharePoint, launched in 2001, is a central collaboration platform within the Microsoft 365 suite, used by hundreds of millions worldwide.

• It evolved from an intranet solution to a comprehensive tool for document management, sharing, and collaboration.

• Key benefits include acting as a central hub for document management, enhancing team collaboration, providing easy version control and permissions, and driving digital transformation and paperless workflows.

• SharePoint addresses common pain points like documents being hard to find or getting lost, by ensuring a single source of truth and streamlined workflows.

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Secured Signing’s SharePoint Integration Benefits

• Seamless Document Saving: Users can save signed documents directly into a designated SharePoint folder, ensuring everyone accesses the most updated version.

• Fewer Clicks: The integration allows documents to be sent for signing directly from within SharePoint, reducing manual steps and potential for human error in saving signed documents.

• No Additional Cost: The integration is included in existing Secured Signing plans.

• Enhanced Security: Secured Signing utilizes PKI-based technology for digital signatures, maintaining the same high level of security whether documents are sent via email or through the SharePoint integration. This includes a certificate of completion that provides audit trails (signer’s IP address, time, and date of signing).

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Demonstration Highlights

• The demo showcased how to send a document for signature directly from SharePoint with just a few clicks.

• It demonstrated adding signature fields and other elements like date pickers to the document.

• The process showed a signed document automatically returning to the SharePoint folder, marked as “signed.”

• Users can manage the signing process and check document status all within the SharePoint interface, without needing to leave the platform.

• The ability to use templates stored in Secured Signing was also highlighted, allowing users to send out standard forms (e.g., registration forms) directly from SharePoint, with the signed documents returning to the designated folder.

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Installation and Support

• Installation is straightforward and detailed instructions are available on the Secured Signing website’s SharePoint support page. It involves adding an app from the SharePoint store and linking the account.

• Secured Signing also offers integrations with Microsoft Office applications (like Word), allowing users to send documents for signing directly from those programs.

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Key Discussion Points:

What to Look for in a Digital Signature Platform Features (Security Focus)

The webcast delved into specific security features:

• Authentication Methods:

  • Password/Passcode

  • SMS authentication

  • SMS and password combination

  • ID Verification (IDV): Involves verifying identity using government-issued documents (passport, driver’s license) and biometric checks (selfie).

  • Video Confirmation: Acts as a “CCTV for signatures,” recording the signing process and requiring specific gestures to confirm it’s a live human.

• Document Integrity: The platform should ensure documents cannot be tampered with after signing, visually indicating any alterations.

• Certifications: Look for providers with certifications like ISO, which demonstrate rigorous auditing and adherence to standards.

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Importance of Integrations for Change Management

• Integrations simplify the user experience by allowing them to work within familiar environments.

• Examples of integrations discussed include: Microsoft Office suite (Word, SharePoint), Job Tracker, Bullhorn, Content Manager, Salesforce.

• The ability to convert documents to PDF automatically upon sending for signing (e.g., from Word to PDF) was highlighted as a crucial security feature.

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Final Messages

• Choose a Trustworthy Partner: Select a provider you can trust, evidenced by their certifications and customer testimonials.

• Legal Binding and Global Compliance: Ensure the platform’s signatures are legally binding and comply with global signature laws.

• Auditable and Compliant: The solution must provide audit trails and ensure compliance to prevent future issues. The example of copied/pasted signatures was used to illustrate how non-compliant practices, though seemingly easy, can lead to significant problems.

Key Discussion Points:

Ensuring the Signer’s Identity: “Signed” 

The first major pitfall discussed is the uncertainty surrounding who actually signed a document. Identity theft and unauthorized signing are significant risks, as highlighted by a case where a husband forged his wife’s signature to extend a mortgage. This underscores the need for robust identity verification in digital signing.

Document Tamper-Proofing: “Sealed” 

The second pitfall addresses the assumption that all e-signing platforms are secure and that documents remain unchanged after signing. The reality is that documents can be altered after being signed, rendering them invalid.

A secure platform ensures that once a document is signed, it is “sealed” with a digital mark. If any changes are made to the document after it has been signed, the seal is broken, and a clear indication will show that the document has been tampered with. This prevents unauthorized modifications and protects the integrity of the agreement.

Secure Document Storage: “Delivered” 

The third common pitfall is leaving signed documents in inboxes, which poses significant risks in terms of accessibility, security, and audit compliance.

The solution presented is to leverage integrations with popular document management systems (e.g., SharePoint, OneDrive, Dropbox, Content Manager). These integrations allow documents to be sent for signing directly from their storage location and then automatically returned and saved back into the same secure system once signed. This ensures:

• Centralized Storage: Documents are stored in secure, organized systems.

• Automated Workflow: Reduces manual effort and the risk of documents being misplaced.

• Enhanced Security: Protects sensitive information from unauthorized access and cyber threats.

• Audit Trails: Provides a complete and verifiable record of document handling.

Key Discussion Points:

 

• The Rise of Digital Signatures & Associated Risks:

  • The overwhelming preference for digital signatures (over 69% five years ago, likely higher now) due to convenience.

  • However, this convenience comes with significant risks of fraudulent signatures, phishing attacks, and scams.

  • Real-world examples were shared, including an executive assistant unknowingly transferring money due to a scam email and a spouse getting an additional mortgage without their partner’s knowledge using a digital signature.

Welcome to our Tips and Tricks Webinar: Get the Most Out of your Templates

In today’s session, we’re diving into FormFiller, focusing on settings and validations. Our aim is to empower you with the expertise to maximize these features, enhancing document workflow efficiency and positively impacting your business outcomes.

Agenda for Today’s Webinar:

1. What is FormFiller?

   • Transform your paper forms into digitized and reusable templates
   • Invite people to digitally fill and sign the templates

2. What are Form Fields?

   • Dynamic input fields where you can collect data from your Invitee – such as Text Box for First Names, Addresses. Date Picker for Birthdays and even File Upload button where the Invitee can upload a copy of their ID or certificates and so much more!

Common Use Cases:

• Registration and Onboarding Forms
• Contracts for the purchase of goods, services, or works
• NDA’s, Contracts and Terms

Benefits of Using FormFiller

• Enhanced data collection based on signer information.
• Dynamic document fields, adapting to specific requirements.
• Streamlined signing processes, reducing turnaround time.
• Minimized errors through automated settings and validations
• Paper-free Environment 

Did you know SaaS users utilize only 20% of the features available in the system? Don’t worry! This webinar provides valuable insights and practical guidance on harnessing the full potential of Secured Signing’s features.

Watch the video as we explore how Attachments, Reviewer, Decline & Reroute Documents, Form Direct and Reminders can be effectively integrated into your processes, enabling you to optimize and enhance your overall operational efficiency. 

The 6 Useful Features of Secured Signing

Attachments

Much like sending an email attachment, Secured Signing simplifies the process of including files and documents in your signing workflow. Gone are the days of sending multiple emails to share and attach documents individually. With our platform, you can effortlessly integrate files directly into the signing process, streamlining the entire experience.

Reviewer

Need to get a signing document to be approved? We have the solution! Seamlessly integrate a designated reviewer into your signing process. This reviewer holds the authority to either approve or decline the document, providing you with an added layer of control, compliance and even a reason!

Decline & Reroute Documents

The feature that will save you so much time! Allow invitee to decline a signing or reroute to someone with authority to sign the document. This will cut time and effort on sending another signing process on your end!

Form Direct

Our custom-designed forms, crafted by our team, cater specifically to your needs. We’ve expertly crafted a majority of government forms in New Zealand, Australia, and the United Kingdom and more.

Reminders

Guarantee that documents are signed prior to it’s due date with automatic Reminders! Customize the number of reminders to suit your preferences. Plus, have the flexibility to utilize SMS notifications as part of this reminder system.

Extending The Signing Due Date

Documents not signed before the due date? No need to resend the document, system generates a message to the sender asking if you want to extend the due date.