Boost Interview Non-Disclosure in Mexico with Digital Signature Legitimacy

How to eSign a document: digital signature legitimacy for Interview Non-Disclosure in Mexico

[Music] yes welcome to today's webinar um we go to the next slide e-sign in no time how to increase efficiency in your processes using a ready-to-use electronic signal signature solution my name is nicole schmida i'm the marketing specialist here at docuwere i'll be moderating the polls and q a at the end of today's session our main presenter is bob mirelli solution architect and we also have joanne crydell solution manager on the line who will join us for q a we have some fun facts about ourselves that you know i wanted to share um just fun fact about bob um you know outside of being in the i.t industry he enjoys playing trumpet and flugelhorn and a brass band so that's very cool um joanne is a proud mom of the awesome registered nurse i appreciate her work especially during these times and just a fun fact about me this month um i really love dark chocolate over milkshake i'll try any kind so just some fun facts there before we begin the webinar is being recorded and there's some handouts in your go to webinar panel there's an eSignatures ebook product flyer and a case study so after the webinar expect an email including the recording on these handouts as we go through today's webinar submit your questions any time in the question box and at the end of the webinar please complete the survey that pops up so for just a quick outline of today's agenda bob will introduce you to docuar electronic signatures and all that's involved with that we'll go into a live demo and we'll answer your questions at the end for q a so before we get into the first part we do have a poll question for you all which i'm going to launch on the screen now so let me launch that right now so you can see if you turn to your screen how are you handling your signatures now select one maybe you don't have any process at all you kind of just swing it or do you copy and paste an image of a signature to get you know done you email documents back and forth you do use electronic signatures already already maybe in some capacity or other type your answer in the question box so we'll um wait uh you know some more time until we get a good amount voted here and then i will share the results so please take a moment to select your choice now on the screen if you haven't already looks like i'm getting more votes coming in almost there just want a couple more percentages here all right so we got to go to mount voted i'm going to share the results now on the screen share um bob did you want to speak to you know kind of what we're seeing here um should i see the results yes well a lot more a lot more people have no defined process than i would have suspected over 30 percent um right behind that we have they do use some electronic signatures i'm not really sure what that means whether they already have a validated id or account that they that they incorporate into their everyday use i'm assuming that that's what that means um mailing and email documents back and forth is next copying pasting an image of a signature that is uh that is a lot more popular than i would have thought unfortunately it's also probably one of the most least secure methods of doing it uh and then there's just a three percent other caption so i'm not sure what else you can be doing you know that that i would have thought that copying pasting an image of a signature would have been probably the majority of the others but um who knows someone said they do it in person at the moment so that's still being done yeah so um thanks for you know everyone for answering the poll you know whether you don't have any process at all or maybe some electronic signatures you know we're here to show you like how does how does using docuware and electronic signatures compared to what you're doing now so with that now i'm going to pass it back to you and let you take it from there cool thank you nicole and thank you everybody for participating in the in that poll that does actually give me a good idea as to what's happening in the uh in the field if you will with uh with how everybody is getting documents signed but before we go through today's webinar um you guys have a pretty good idea of who i am now i'm a solution architect i'm uh six years now with docuard i've spent most of that time uh creating and enhancing our pre-configured solutions and docuware for electronic signature is one of those pre-configured solutions now before we go through this we need to you know pay a little bit of attention to certain things like you know we just saw the poll about the current signature processes uh you know recent occurrences have there been any recent occurrences that uh either prohibit you from getting a document signed what happens to documents once they're complete and questions like that need to really be asked asked before you enter into an electronic signature routine i'm not going to spend a lot of time on the slides because i i'm pretty sure that everybody wants to see how it works uh but there are certain things that we need to discuss specifically the uh the legality of electronic signature right there are a lot of rules and regulations behind it um you know with these signatures you you create a certainty for three essential factors usually it's authenticity which is is the document genuine uh there's also integrity which means have the contents of the document been manipulated at all and the origin is the person who created the document can they be defined and identified continuing on the types of signatures um you know most of the signature service providers uh today and specifically the two that we are integrating with and validated id uh they all provided some simple signature now a simple signature is basically typing the name under an email using a digital stamp or checking a box where some example of a simple signature resides there are advanced signatures which usually involve some type of encryption uh requiring a key provided by some trusted service provider again the ones we use are validated id and and the addition of a two-factor authentication or perhaps a biometric signature device using a fingerprint scan or some type of a a reader where you could use a stylus to scroll a signature onto a document um and then the more qualified signatures are those that offer the highest level of security this includes some type of certificate from the service provider uh to ensure that the document has not been manipulated and that the certificate authenticates the signer's identity docuware has the the ability to display documents and make them available to you no matter where you are it can be on a laptop or a desktop type computer or any uh mobile device whether it's ios or android documents can be retrieved and signed from any one of these types of devices so here's a little visual that identifies how the solution works and again the two service providers validated id and um both of them offer various signature methods available and i'm going to be showing you one of the simpler ways that we do that we provide a signature and behind the scenes docuware provides all of the workflows necessary to send the documents for signature uh through the tsp or the trusted service provider based on the requirements within something called a configuration document and that document determines uh everything specific to the signature where it's placed on the document and its size and so on and also what happens post signature does the receiver of the document does the person who signed it do they get back a copy of it signed or not are they allowed to change the mobile phone number that's associated with them when they get their validation code so all these things are controlled by something called the uh the configuration the signature configuration document we're going to see an example of that when we go into the demo so it's just it's uh it's simple simple docuwef form to create this configuration we see an example of it in this slide um the signature configuration is can be used for multiple documents so if you have a single configuration that identifies let's say a specific place on the last page of the document that requires a signature if other documents use that same condition the same place or specific conditions are met for that signature then you can use the same configuration for many documents when a document needs very specific uh coordinates let's say for the signature or specific anchor text to look at and these if you're not familiar with these terms you'll see them in a couple of minutes um where the signature is going to be placed then it would require an additional configuration oops a little quick on that one so let's talk for a minute about provides remote signature which is the basic it's sent to one person it's signed however it's signed whether it's uh on a pc or tablet smartphone and then it's returned back to the originator the multi-position signature is a methodology that would allow you to put initials let's say on several different pages ultimately getting a signature at the end or perhaps multiple signatures uh all of that is covered under the multi-position signature configuration with invalidated id the same remote signature one sent to one person signed and returned there's also the same multi-position signature which accommodates initials and multiple signatures it also offers a centralized signature which is normally an internal employee that's signing many documents within a single process or the biometric signatures where the signer uses a tablet or some type of signature device in order to sign the document the bottom line of it though is everybody saves time and it's a very secure environment so there's no more scanning and emailing a document to someone and wondering what happened to it after it left uh at this point you know within the the service providers all of the monitoring and certificates uh are intact when a document gets signed so you know exactly what's happened to it where it's been and where it's coming from so let's see it let's see what the what the process actually looks like so those of you who are not familiar with uh with docuware i realize there are some people on on this webinar that have never seen dr aaron action so just a brief overview of the user interface so i am logged into docuware it's a cloud-based solution so i use my browser and connect to my very personal private cloud organization on the left side you'll see i have what are called trays in this case i have two trays the administrators tray and a tray called first steps these trays are very similar to the inbox on your desk okay you've got an inbox on your desk somebody comes and drops documents in it or you put documents in it and they stay there until you act on them and require something to happen with them either you store them in a file cabinet by walking across the room and putting in a file cabinet for later retrieval or you may delete it you may forward it to somebody different things can happen but this is the staging area where the document resides until you do something with it we also have a search panel which allows us to use multiple search dialogues as they're called to look in different file cabinets to find specific documents that we're looking for so that when you provide us when you do a search and provide some index data for context and then search you'll find the results so in this case let's say i wanted to search in the system data file cabinet for service registration documents by selecting search i come up with the service registration that is in the system right now lists are very similar to result lists i can make these dynamic almost like dashboards so that as documents meet certain criteria they will be displayed in here dynamically and tasks are simply tasks that are assigned to me by a workflow we won't see much when it comes to tasks in today's demonstration because the workflows uh really work autonomously and then the last one is forms and these are the forms that are available to me as the docuway user and we'll see that one of those forms is the service registration form this is where it all starts if as a new uh a new docuwere user you're going to be doing electronic signatures you need to register with a service provider so you do that by launching this web form and selecting the service provider you choose it's either validated id or those are the two that we currently support uh whether more come in the future or not i'm not sure at this point but these are the two big ones that we pro that we that we currently integrate with so let's say i was using and notice that the form expands now to be very specific to so that if i were to use an electronic signature and i do not have access and want to test the solution i can use this link to bring me to 's trial sign up if i already had a account i could use the other link to take me to to log into my account either way i would the result would be i would get back an email with a value from docuware but since i'm using validated id for my demonstration i already ran this registration and received my and i know that because if i were to look in my service registration document that's already stored i have the returned and that is now identified right here so i have a service registration for validated id and i have a valid the next part of the process is i need a configuration document to process my my forms so i have another document here called new service configuration so by launching this i can then go through the process of creating a new configuration for a signature now i've already got one but i'll go through this document and show you how it works so the the configuration name should be unique so that it matches any document that requires this specific configuration so i'm calling this my non-disclosure agreement my service provider the only one that i have signed up for right now is validated id and we can ignore the file cabinet designation because we're using this right now in a kind of a standalone environment this is only signatures if we were to take advantage of this signature electronic signature plug-in in one of the other docuware pre-configured solutions like employee management or smart document control we could change the file cabinet that we store our documents in but rather than getting into that level of detail let's just say we're going to keep it all within the same application so what type of signature do we want associated with this document so again validated id has four different types of signatures we're going to keep it simple and do just a remote signature so you'll notice that as soon as i select remote the form changes to meet the needs of a remote signature if i were to select one of the other signature types the available fields would change to match that so here the the the configuration specific pieces of information do i want to allow the signee the person signing the document to change the mobile number the default value is no but you could select yes here if you wanted to the number of days the link will be uh available so we have a default set to two again you could change that to whatever you need this is where the document link will expire so we have it set to expire in two days allowing one reminder after 24 hours which is what this means right here so two days one reminder after 24 hours these again could match whatever your needs are i mentioned the post signature processing so the signed document will be clipped before the unsigned document what are my options here i can have the sign document replace the unsigned document i can have the signed document clipped before the unsight document or clipped after the unsigned document what clip means is that docuware will join the forms so the original unsigned document will be in this case the signed document will be clipped before the unsigned so those two documents will be stored within the file cabinet together and we're going to leave this option set like this and it'll show up in the demo do we want to attach a certificate remember this the service providers give you the availability of a certificate to prove uh the authenticity of the document and where it's been and do we want the signed document to be sent to the person that signed it so that they have a record of it already signed and you could set this to yes or no is there an additional internal signature so even with a remote signature you can say i need my boss to sign this as well and if you choose to have someone else sign it you can choose either the user who requested the signature in this case me or a fixed user which would mean that the user has has to be in a list of signees that's already provided to the system and then you could say do you want the external assignee to sign it first the internal first or in no particular order which means it doesn't matter anybody can sign it or anybody can sign it in they can be signed in whatever order it doesn't matter but i'm not going to select an internal signature uh again file cabinet information because we're going to keep it within this particular uh organization there's no reason to change any of that but this is where it gets interesting the placement of the signature now you can choose to identify the specific page that the signature is going to go on or you can identify anchor text now what's anchor text let's go look at the document sample document that i'm going to be storing is this non-disclosure agreement and when i double click on the document it opens into this viewing area that i can either shrink or maximize to make it easier to read and if i go to the last page see there's one of two pages and on the last page i see the word signature and i want the signature to go right up here on this line so i'm going to use anchor text of the word signature as the way i'm going to sign this document so if i come over here and i select identify anchor text the height and width of the signature are specified and the any specification of coordinates on this document are done in millimeters so 25 millimeters is approximately one inch so i want it to be approximately one inch high and approximately two inches wide that's by default and you can modify that if you want to now i specify the anchor text what is the text i expect document to look for or in this case validated id to look for on the document in order to determine where the signature's going to go so i'm going to use the word signature now what page should i look on to get that word signature well i can identify on the first page the last page or a specific page but i know based on what i've seen on the document i want the last page but the word may appear more than once on the page so i get to choose the occurrence do i want the first occurrence of the word signature on the last page the last occurrence or a specific occurrence i may choose the third occurrence if that's the case but i know that in this document it's going to be the first occurrence of the word signature on the last page now the only other thing i need to do is put provide the coordinates based on the anchor text where i want the signature to be so i've done this already so i know that it's pretty close but basically i want to come up and over to put the signature on this line and i've worked that out currently to approximately uh 17 millimeters and four millimeters actually it's minus 17 millimeters to move the value up and i want to move go up from the word signature about 17 millimeters and i want to come over about four millimeters in order to put it where i want it to be and then email to the signee what do i want the signee to see when they get their email so i'm going to say the sender is the pre-configured solutions team it should be in english and the subject and the body of the email so once i submit this document it's stored within the system as a signature configuration document so the document resides now in the file cabinet as a signature configuration so what does that mean i've got a service registration with a valid i've got a signature configuration called demo non-disclosure agreement that means if i were to submit this document for signature and store it in my electronic file cabinet i can choose whether i want it to be signed right away submit it for signature now or send it for signature later which means i would store the document electronically in my file cabinet and then utilize a stamp in order to initiate one of the available signature types but i'm going to say let's sign it for signature now send it for signature now use the signature configuration demo non-disclosure agreement i can identify some index values again so that i can find the document easily in the future maybe i'll give it a document number date the company involved but this is the information that's important right i need the contact the email that i want to send this document to for signature and the mobile number that will get the authentication code remember i said on the configuration document there was a way for you to allow the user or the receiver to change the mobile number this is the mobile number it's talking about subject project biometric device not really needed for this particular type of signature so all i need to do now is store this document and the automated workflows behind the scenes will kick off the uh the process so i'm sending that actually to my gmail account and here we go i've got now an email at my gmail account saying my signature is required so when i connect to it i click on the link i'm presented with the vidsigner uh promo window by clicking access the document vidsigner launches and presents to me the document that requires my signature i can review the document and then it shows me where the signature will go if i agree with it and i'm ready to sign this document i click the sign button remember my mobile device has received an authentication code that i provide here and i'm now going to sign the document sometimes i wish my i should just sign it john smith it might be a little bit easier so once the process does what it has to do the signature is completed i can close this email and because i specified that i wanted the signer of the document to receive a copy of it in a couple of minutes i'll get another email with the signed document for now though let's go back if i look at the current file cabinet i see i have my non-disclosure agreement and what this is telling me on the top is that there are now three documents here we see we're looking at document one of three page one of two so if i were to go to the second page on this document here's my signature on the line exactly where i wanted it to be the other two documents that got sent back to me the second one is the certificate from validated id showing the authenticity and the third one because i specified it on the configuration is the unsigned document which i mentioned lists earlier and this list is a dashboard of signed documents and now that i have a signed document it appears in this list so that's how easy it is especially with a remote signature how easy it is to get a document signed electronically and securely using the docuware 4 electronic signature pre-configured solution let me slip back into the presentation so we didn't get too technical in that demo or at least i hope my intent was not to get too technical um but there are very specific and certain things that uh you need to be aware of when it comes to the requirements for signing a document while not everybody will need to do that what i mean by that is that not everybody who gets documents signed will be creating these configurations they are created more probably by an administrator of some sort uh but the everyday users only need to know that they log into docuware they put a document in a tray and store it for signature that's it and then they can go back and look at it later once it's been signed and it appears in that signed documents uh list as i said that's more of a dashboard but as part of the delivered delivered system if we would look there's a document there's a tray called first steps and more in here are sample and validated id um signature configuration documents to be used as a sample there's also a flow chart that describes what happens to documents how the the automated workflows proceed and result in the document being presented to um to someone to be signed this is what that workflow looks like the use cases that we've seen for electronic signatures really run the gambit of any uh use case that could be in any environment there's sales marketing hr facilities project management support legal uh way beyond all we see contracts uh proposals compliance all of these uh could benefit from uh from electronic signature processing specifically the pieces of electronic signature that that benefit most are uh minimizing risk right the the electronic signatures eliminate the risk associated with manually scanning and emailing documents the automatic workflows keep the information moving forward to get your resolution to get this document signed and stored securely in the electronic file cabinet access for mobile devices means you can provide you can provide signature services to people either on android or or any mobile device as well as laptops and desktop appliances and the security and signature detail customized to the requirements of the document you're not locked into it to one size fits all you can customize the configuration to meet the needs of the document whatever the document is whatever use case you're applying it to so how easy it is to is it to get the solution no let's use it uh we provide uh methods of using the docuware solution either in the cloud as we just saw through a browser or if your requirements uh prohibit the cloud use you can utilize an on-premises version which gives all of the same functionality within an on-premises implementation and the signature certificates uh well that the individual providers are contracted directly in order to provide their services so that's all i really had planned on showing i think with that i'm gonna turn it back to nicole all right yeah thanks bob thanks for the great overview and introductory demo um we do have another poll question for you all on the line so i'm going to share that now if you want to go back to your main screen you're not there already so i just launched it so you know what you just saw and what excites you what are you most interested about now that you saw a doctor for electronic signature and how they you know work together you know are you interested in the you know you're able to create the signature configurations you need so you know what you need to create and you can apply that to the documents that have similar needs pretty easily it's straightforward for all your stakeholders to sign streamline for you and for them um security is top of mind anywhere anytime document access meaning for you as you know the employee and also for the person that's signing it they can sign it from anywhere or other type in the answer in the question box so i'll wait for a few more votes coming in here now and then i'll share the results it looks like it's leveling off now sorry yeah it looks like it the the entries are slowing down now yeah okay all right it looks like we got a good amount i'll close it now and show the results let's see all right so it looks like majority first you know it's straightforward for stakeholders to sign documents and then security knows definitely up there you don't want to you want to stress out about are the documents being signed by the people that are actually signing it and then you know creating the signature configurations you need followed by that mobile access which is definitely you know needed in this time of hybrid workforce workforces so all right um let's see i'm going to close the poll we just have a couple more slides to finish off before we head into q a so on the next slide you can see our compliance and awards but we're most proud of also is our user reviews on sites like g2 crowd captera garner peer insights so head there um search for doc here if you want to read about real success stories i'll also include a link in the follow-up email later today and on the next slide we just wanted to show you give you a sample of the 15 000 companies worldwide that work with docuwere so you can see some familiar names on there but we do work with you know any size company in any industry you know we want docuware to work for you and your you know specific processes and we do have a quote from one customer wsn personal they are an hr services provider and they manage a lot of employment contracts in different countries so when they you know they use docuware and signatures to digitize those processes they're able to be more productive and you can see at the end you know without docuware and the integrated signatures they would need more staff to you know handle all the manual processes but that's you know cut back through documer's um digitization benefits so um you know we're at the end now so we just have we just wanted to reflect on you know where do you go from here what are your two paths that you can go down you know we hope you don't take any action we don't want you to risk potential fraud and miss opportunities you know your competition um they're automating they're you know they're looking for ways to streamline their processes we just don't want you to be left behind so we hope you know you take the next step um contact your document partner um request a personalized demo so you can make sure your documents are secure but also you know you're you're doing all the all you can to make sure that you're increasing productivity at the same time so with that we'll open up for q a again uh what you saw today was just you know a first look at the solution if you want to definitely see more continue the conversation by contacting your authorized document partner request a personalized demo at docu.com demo or email us anytime at contact us at dockyard.com with any thoughts or questions and we'll follow up right away so with that i'm actually going to turn my camera back on for the q a so let's see the questions here first one someone asked can you require signatures in order by a list of names a first b second and so on yes i'm sorry i was i was muted there yes you absolutely can i think as part of the configuration i pointed out um other internal signature could could have easily been uh identified as a list of signees that are available and then the order that they need to be signed in so the that that comes under the heading of the multiple uh multiple signature configuration and uh those specific uh areas that are going to be signed or specified in order and then uh saved in the configuration action okay bob i don't know if you were able to turn your camera back on or if you wanted to prevent any slow running there but i just didn't mention that um i'm still here okay um someone asked how can you explain how the eSignature would work in a b to c environment well i need a little more information on what b2c is business custody business yeah i mean if you think about the the example that we saw the remote signature as long as they have an email address you can within your business send it directly to a person as long as you have their email address and provide them with a secondary authentication to a mobile phone or you could go without that secondary authentication but you could certainly provide the uh signature to any the the document to a specific email address they would sign it electronically and it would be returned back to you whether that's a customer a vendor supplier doesn't really matter gotcha um next question is are there any options for real-time signatures on a tablet or a phone i'm not really sure what real time means maybe like it would that be the biometric signatures like if you're at um [Music] a kiosk or something like that yeah or at a dealership uh a biometric device whether it be a fingerprint scanner or some type of electronic pad that you describe on with the stylus yeah certainly absolutely that's just considered a biometric signature oh okay gotcha yeah and all they would have to do is just register that device uh through one of the configurations which is really simple gotcha okay so it has to be like taught the device that is being used to sign on has to be registered yep and that's with validated id gotcha um someone asked how is the document able to get back into the document system i guess after it was signed well that's all handled by the automated workflows the document is actually sent to the email address once it's signed and returned or comes back via email the same electronic process we recognize it as a document that was sent for signature there is a document that or a data record that we use to keep track of it so when it gets returned we know exactly what to do with it right i hope that answers your question um let's see someone else is there anything to download on phones to use a signature is it is there a download required for each user it can be or can it be sent to anyone i guess to the signee um it i guess it really depends if you're using utilizing an email addre uh emailing the document then you're using email on your phone so you're only really opening the document and signing it right on your uh you know using your finger on your phone or your tablet um if you're using it as a biometric device that's a little different story the documents i don't believe that there's a download or a plug-in once you get the document directly on your phone as a biometric device then it becomes signing or using maybe a fingerprint scanner or something like that to to get the document signed off so i mean as long as the signee has an email address and internet to access they can sign the document pretty smoothly oh okay all right um let's see let's see this question is we use document stamp as a signature for invoice is there any function to lock editing the documents that we create within docuware yeah docuware actually will lock the document if it's open in a in a workflow task uh and you're you're choosing to use a stamp at that point that document would be locked if someone else tried to actually gain access to that document they would get a little message saying the document's been locked by someone else for editing uh and until you clear that lock and they'll be able to see it again all right uh looks like we're over time just have like two more questions um someone asked and i guess this is a good like clarification what is the difference between scanning your signature into document and using validated id or well scanning your signature onto your onto your computer or laptop really just means that anybody who logs into your machine or anybody who's on your machine would have access to that signature image and it's just a matter of copying and pasting it onto whatever document they want to put it on i to me that just seems like one of the uh you know one of the most uh exposed ways of doing it right in the past people have used stamps with bitmaps of images and there was you know within docuway you could password protect those so that only the person with the password could apply the stamp so there were a couple of different ways that you know within docuway you could you could uh protect yourself from that you know that that liability but certainly you know using one of the professionals validated id or uh would be the most secure way to do it gotcha all right actually that i think that was actually the last question um joanne or bob did you have any final comments before we log off today no just i would just say thank you for your patience and and for paying attention and if you have any questions just reach out thank you all right yeah thank you bob and joe and thank you everyone for joining us um yes i will be emailing the recording um look out for it in a couple hours just has to process um and yeah so thanks again for joining us hope you're able to see you know how docuwear combined with electronic signatures really can elevate your processes increase efficiency and you know increase your security so again reach out with any comments or questions and hope you guys have a great rest of your day and hope you have a great weekend take care [Music]