eSignature Legality for Facilities in European Union

How to eSign a document: e-signature legality for Facilities in European Union

so let's get underway so uh good morning to everybody that's joined us my name is Sai Anand and I'm a product marketer for Zoho sign and I'm also joined by uh wow who's from Eid EC who's one of our integration partners for uh qes signatures in Zoho sign so this webinar will cover the topic of qualified electronic signatures in Zoho sign and how you can easily use our existing Integrations to assign documents with confidence and Trust in the European Union so before we get underway with the session let me remind you that uh this session will run for about 45 minutes to one hour we will have a question answer segment towards the end and uh at any point in time if you have questions feel free to race them and uh we do have other panelists I'm joined by Chandra mauli Rajiv and vagiswaran from our Zoho sign team uh this webinar was supposed to have a different speaker but unfortunately uh she has taken ill and as a result I will be replacing her for the time being so let's wish her a speedy recovery and get underway so before I discuss anything in this webinar you know I just want to quickly uh observe something that today is National esign Day um exactly 21 uh 22 years ago is when um the president of the United States Bill Clinton signed a bill that uh officially made eSignatures uh legally valid in the United States and as a result uh over the next two decades so many more countries have followed suit and have enabled businesses to operate uh electronically and remotely using eSignatures so as a mark of Celebration we would like to award every participant in this webinar uh 100 Euros in Zoho wallet credits so to do that all you have to do is just visit zoho.com sign and create a Zoho sign account or if you already have an account um you can just log into your account once you've logged in just visit zoho.com wallet and in that page you would be asked to enter your uh name or email if you're new to Zoho that is if you've already logged logged in then it will just be populated in the field and then you will have a coupon field where you just have to enter EU Eid 22 that is e u e i d 22 and you can then proceed to redeem your credits which will be added to your Zoho wallet and you can then use that to make purchases within Zoho sign make purchases within Zoho by add-ons and so on uh do many more things with the credits that you were offered so yeah this is just like a of appreciation for us and to celebrate nationally signed day to day and uh I just want to do that before we get started with the webinar to you know get you all started on a high all right so let's quickly see what we have on the agenda for today so in this webinar uh I will be speaking as a primary speaker and I will cover a lot of topics and we will also have our guest speakers wow who will be speaking about qualified electronic signatures in between so I'll start the session off by talking about electronic signatures and how they can help your business go paperless and I'll talk about how Zoho sign is a very easy electronic signature solution that you can use and then joao as I said will come in and walk you through the legalities uh uh for uh qualified electronic signatures uh particularly in the European Union and how it's very important that you use them and then um this I will be taking over the session once again where I'll walk you through how you can use qualified electronic signatures in Zoho sign where I'll talk about the different providers that we integrate with what prerequisites are there and how they're suitable for you and how you can enable these providers use them and obtain a qea certificate if that is required and start signing documents and so on and throughout the session as I said you can use the Q a tab to raise questions and we have panelists who will be answering your questions and if there are any unanswered questions towards the end we will be answering them as well and please do note that uh this uh webinar is intended for user education purposes so the contents of the session is solely intended for your education and should not be misconstrued to be legal advice uh if you do run a business and you would like to have a clear legal clarification on some of these things we do recommend that you consult with your own legal experts before taking business decisions however we will be there to happily guide you along the way and give you any assistance required to clarify your queries so let's start the session off by asking yourself this question are you still using pen and paper for agreements in transactions and um if that is a case then your normal work day sort of looks like what you see on your screen the process of getting documents done getting your paperwork done getting business deals to move forward getting payments done all of that involves several steps and is fairly cumbersome it involves a lot of hands uh changing documents and um uh running around to collect signatures in them sending them around uh for collecting signatures from other stakeholders and uh the process in general takes a lot of time so it takes a while to formalize and of course uh if it is transactional in nature then obviously you're going to have to collect payments and repeat the whole cycle around to draft more documents and follow paperwork and if it is pen and paper that you're using then that means your documents are all physical right so you need to store them securely in some place uh with which uh you can access these paperwork whenever you need them or you can retrieve them whenever you need them for say audits or accounting purposes so this process as I just described is extremely manual and if you are doing this I'm pretty sure your experience uh says uh no uh it's not going to say otherwise so uh there's very little digitization or automation involved in this process and that is going to hamper any business in the long run so it in general hampers the ease of doing business itself and uh with that it brings a lot of problems of course as I said it's extremely cumbersome and it can be a repetitive and tiring uh it can involve a lot of hands uh constantly running around and collaborating with one another and all of this is bound to take a toll on your employees and your co-workers and uh this brings with it the risk of you know making mistakes loss of concentration and so on so paperwork is something that is at the very heart of things right so you do not want to be making mistakes when you're doing these things and of course if you're using pen and paper then there is the age-old concern of these documents being tampered with or being forged and as a result uh that is something that a lot of uh businesses tend to obviously take note of and of course we live in a day and age where we don't we can't really predict what's going to happen so often there are a lot of people carrying documents around so there is an easy chance of documents being misplaced as a result of which you could lose your documents and let's say there's some extraordinary situation like a natural Calamity a flood or a fire or something of that sort that can also lead to loss of documents and business paperwork right so all of this can lead to damages to your business and uh now if you set aside these things and even in the most ideal cases uh if you look at just paperwork just for what it is it is a piece of document that is traveling places and is getting exchanged uh across people so it is bound to take a lot of time for you to turn it around and get your paperwork done and it is often only when a paperwork is signed you get the confidence that the deal is definitely in the works right so that in itself is a problem uh when it takes that much time so all of this put together is going to be a huge drain on your resources particularly the amount of money you're spending for all these administrative expenses Logistics and so on the amount of uh space that you need to store this paperwork and the money you spend on that space say if you have to rent it out and of course the laborers that your employees are spending doing all of this which they could spend doing other things and the amount of compensation that they would require as well so if you look at all of it and if you say uh you're a business that is growing actively and you're trying to expand your reach in different Pockets then it's going to become extremely difficult for you to scale your operations doing this so that's why you should probably try and go paperless particularly in this day and age and electronics signatures of offer a very handy solution for that so electronic signatures are also known as digital signatures are nothing but a digital alternative to doing paperwork by pen and paper so instead of using uh ink and seals and signatures that you draw you use an online application or a software to get your documents signed now why you should use this is because it is frankly way more secure and obviously the process itself is fairly authentic where you can clearly establish the person that is signing and uh it also offers a measure of non-repudiation so it uses something called digital signature certificates that have the certificates linked directly to the identity of the final so this produces documents which are unforgeable and as a result they offer a measure of non-repudiation where somebody who's signed a document cannot claim that they haven't signed it if they do then the burden of proof typically lies on them and of of course uh these documents are just as legally binding as physically signed documents uh given that you know eSignatures have been codified into law and are legal in different countries now how it works is fairly technical so I don't really want to get into that but I will give you an analogy that you can understand so electronic signatures are similar to the normal signatures except instead of adding your signature physically you are adding your digital fingerprint which is unique to you as a signer it's linked to your identity and when you add that to a document it behaves like a seal to the document as a result if the document is altered or tampered with this scene is compromised and asset and it immediately says the document is invalid because there have been changes made after somebody has signed it digitally so that's at the very uh you know essence of it the basics of how this application works so with that in mind let's quickly move on to how Electronics signatures can help you more than just you know helping you go paperless particularly in this day and age uh say if you take the last two and a half years three years for example uh we have been ravaged by a pandemic right so even though businesses are are starting to operate normally right now for a good amount of time everything was uh operating remotely businesses were operating remotely people are working from home and uh all of this required a lot of effort for us to collaborate uh particularly when we had to do things that we normally did by meeting in person so uh as any signature or electronic signature software can help you easily get your paperwork done in such a scenario because this is an application that is based on the internet uh it's online it's cloud-based so you can use it to sign documents or send documents and collect signatures remotely from wherever you are and not just that you can construct workflows where you can send documents to multiple people collect signatures in a particular order from these people collect approvals and so on and all the while you can track all of this document activity in real time with notifications and so on and let's say if there is some change needed in the workflow you can make that on the go as well you can recall documents you can extend the deadline that is given to signers and you can and send reminders to remind people to sign documents and so on so all of this makes it so much easier for you to sit wherever you are sitting and just get your paperwork done and be on top of your business so that way it offers you more flexibility and more control at the same time so it's a win-win situation for both you and your clients and not just that when you have your paperwork signed and stored you can manage them on demand as well you can download them you can back them up to other cloud storage locations and so on so all in all an electronic signature application is supposed to help you get your paperwork done from anywhere anytime on the go and if it is you know available across different platforms on any device as well so that's where Zoho sign comes in Zoho sign is an application that helps you do just all of that it is an application that is already being used by thousands of businesses around the world to sign send and manage legally binding business documents uh through very simple cloud-based electronic signing process uh and uh the the application in addition to just you know offering you the very basic functionality of getting your documents signed or signing them also has a lot of additional features to help you uh customize its use and make it more sophisticated for you to sort of you know keep up with your paperwork in a more efficient manner you can collect signatures approvals and payments by building automatic e-sign workflows and like I said in these workflows you can have multiple signers you can assign them different roles you can send them separate messages you can send them reminders you can even collect signatures in different modes and in a particular order if you necessary and this is augmented by Advanced features as well which help you sort of automate this functionality even more such as say being able to collect signatures in person but let's say if your signer stays in a place that is remote does not have network connectivity you could send it to somebody in your own organization who's visiting them in person have them collected in person um people can even sign documents so long as they have the mobile application offline and you can send documents to a large list of people in bulk you can create reusable templates for documents that you frequently send out over and over again to just different recipients and if you're a business that has say a website set up a form set up some sort of a self-service workflow setup where people can come in and sign up for something or apply for something and have to sign documents on their own you can do that using Zoho sign as well you can Implement a form-based signing process through something called sign forms and so on now the best part about this is that all of these uh features and functionality come packaged into Zoho sign which also is built on top of its own rest apis meaning each and every one of these features can be accessed through their own set of apis and this can be used to integrate Zoho sign with several other applications that you might be using on your day-to-day business uh operations and uh Zoho sign already offers a set of Integrations for several applications um most of it for Zoho applications and several for third-party applications as well but you can use these apis like I said to build custom Integrations for other in-house applications third-party applications and so on and it's not just these apis we also have web Hooks and mobile sdks to help you integrate them with say web servers your mobile applications and so on so it gives you the right amount of customizability and functionality and sort of helps you strike a balance in helping you get signatures to get your business going now I just want to quickly run through some more highlights of Zoho sign so Zoho sign is uh built for enhanced remote collaboration it helps you collect uh signatures in different languages have the UI or the user interface uh appear in different languages based on the recipient's region you can share the documents and templates inside Zoho sign across users for segmented access across departments and domains and so on you can create multiple folders and types inside Zoho sign to manage your documents better you can also Import and Export all of the documents in Zoho sign uh from a cloud provider or back to back onto a cloud provider at uh will or even set up an automated Cloud backup system and in addition to this Zoho sign also helps you reinforce your brand identity and establish that trust with customers uh by rebranding the application and all your communication uh with your logo with your own design with your own text and so on and you can even customize the sign as experience by redirecting them to specific pages when they sign documents and uh send the documents from your own email address so that you know they don't think that it's somebody trying to impersonate your business now obviously there is going to be questions of security and legality and so on so let me address that as well so Zoho sign is built using the public key infrastructure technology and we do have our keys stored in separate HSM modules in our data centers that are compliant with the US federal information processing standards and all our documents and all our data are the customer data that is are encrypted both in storage and in transit we use the aes256 standard for rest and TLS and SSL standards for transporting the data and um in terms of what really matters when it comes to signing documents confidently it is the legal aspects of it so Zoho sign is compliant with a plethora of laws across the world uh in different countries and in different regions uh so uh on this slide you can just see a few of them laid out and corresponding to the regions that they're originating from and so sign does comply with these and is recognized under the various levels of eSignatures set by these laws and so on um and it's not just you know our legality that uh is is with the separate eSignature laws that I just mentioned it is also with various privacy regulations and all of this is actually even more supplemented by uh additional features that we have such as uh multi-factor app authentication rule-based access the ability to generate reports audit Trails completion certificates and so on and we also have the means to authenticate signers through email and SMS OTP have them attach supplementary identity documentation and so on and in terms of establishing the Integrity of the document we have separate features such as a blockchain based time stamping and trusted document digital time stamping offered by different trust service providers we also have a Provisions in place to support Regional regulations and conventions such as being able to print a document sign it and then upload it or being able to sign it with USB signatures third-party signatures and of course qualified electronic signatures as we're about to discuss in this session so I've just put up some of the popular trust service providers that we integrate to offer these Services here you can take a look at them and uh to top it all off Zoho sign does come of uh you know have all of this packaged into a very nice affordable pricing plan that you can visit our pricing page to find out more about so uh Zoho sign is also an application that is available across various platforms as I did say you can sign it from any device and into that uh statement Zoho sign is available uh on the Android platform across Apple platform devices and the windows uh desktop platform as well Zoho sign integrates with uh 30 different applications um it integrates very deeply with the Zoho ecosystem as you can see all the applications on the left side of your screen are Zoho applications and Zoho sign very deeply integrates with all of this to offer a seamless digital signing experience across the Zoho ecosystem but if you do need to use it across other third-party applications you can integrate it with the other applications that you see on your screen and go about signing documents as well so here's a very simple uh dashboard that we have I just wanted to take give you a very quick look at it before I uh you know go into the session um as the dashboard is fairly self-explanatory uh as you can see it just gives you the options that you need to use it for and it you have a navigation panel and so on so this is something if you don't already use Zoho sign you can sign up for a free 14 days Enterprise trial for and explore the app and just let us know how it goes for you yeah all right so Zoho sign is something as I've just explained so far is is something that you can use to sign documents right and where do you not sign documents in a business it's it's something that is ever present omnipresent I don't know uh anywhere and everywhere that you have documents uh in in a business you need somebody to sign it at some point in time so uh this is an application that you can use across departments across roles and across functions to get that done so uh I've I've just put some of the most common uh use cases that we uh use Zoho sign for uh um and both within Zoho and where we observe our customers are using and this isn't an exhaustive list by any means it just keeps the group keeps growing every day and we see our customers using Zoho sign for a lot more uh Niche use cases as we observe on an everyday basis so yeah um so with that let's get into the main part of this session uh I I know I took 15 minutes to give you the introduction but I just uh noticed that a lot of people were yet to join the session so I had to wait so that they didn't miss out on the main part of the session so this is where we get to qualified electronic signatures and how you can use them in Zoho sign so I'll just give you a very brief intro and then I'll pass the session over to joao uh who's our guest speaker so qualified electronic signatures to put it very briefly uh are a type of signatures that are uh specified by the European uh uh Union's regulation 910 which was established in 2014. this regulation is also known as the eidis uh it says that qualified electronic signatures are equivalent to signing using pen and paper and this uh type of signature requires a specific certificate issued by a specific provider and also needs to come with an embedded timestamp and the reason that this has been laid out in law is because this offers the highest degree of compliance especially in the EU for businesses operating in that region and it involves a lot of additional processes such as face-to-face identity verification submission of personal documentation and so on and this is commonly mandated for most business use and transactional paperwork so uh that is why a lot of businesses are looking for something like qualified electronic signatures in this day and age and how does Zoho sign offer uh qes Services well we offer it by partnering with different third-party entities we partner directly with some qualified trust service providers such as juanataka and infuser and we also partner with third-party aggregators like eidec who provide qes based on Eid and other methods by directly integrating with the qtsps themselves now regardless of which provider you choose all the certificates that the signers are issued to sign documents are classified as qes or qualified digital certificates and the details of this can be verified when assigned document is opened up in an appropriate PDF application so uh before I go any further let me introduce uh joao who is the co-founder at Eid EC one of our integration Partners Sergio the session is yours please take it away all right hi Mark Marcus can you hear me can you see me yes hi yes I'm so sorry I don't know what's happened uh um all right but um so you can see my screen right so if uh if you can speak I can uh move the slides if you want I can see your video but uh with screen I don't see yet okay oh okay okay uh just give me a second quickly uh just uh how about now yeah now I can see so it's all good so okay okay all right um all right so uh I can move the slides uh you can speak about uh uh you know uh ideas if you have to uh we can wait until or we can wait until 12 joins uh depends on what you want to do if you can just uh do some introduction about EI does and uh what signatures are there like what signature levels uh happening so okay I don't know he's regulating the uh uh different types of electronic signatures that can be done in European union and similar regulations are also in all our levels because many countries are actually copying European regulation and there's a three types of electronic signatures most simple type is like simple electronic signature in eida's definition it's broadly said as electronic data that is being signed is related to all that electronic data that is called Signature and if you create signature in a simple level then it's uh it is admissible in court but you need to have additional evidence and user identity is not verified in this case and second level of electronic signature is advanced which means that the user identity is already verified uh uniquely and we know exactly who the designer is and there's also a requirement that only the signer will be able to create the signature because there is something that's called Soul control nobody else is able to sign documents on perhaps this user and yeah of course uh document cannot be modified after that and this is quite easy but doable and the most exciting feature here is the qualified electronic signatures which uh has to see him uh legal warranties as handwritten signature and whenever you're looking at the laws if they say something about uh written form so this kind of document must be on the paper signed by vetting or it needs to be qualified electronic signature and to get this qualified electronic signature you need to work with trust service providers who will uh uh make a thorough background checks and we'll confirm your identity okay we can go to the next slide yeah okay so in Europe there is like uh over 100 different trust service providers who is issuing you certificates to create qualified electronic signatures they verify your identities and only qualified trust service providers can issue qualified electronic signatures the European Union has published a list public list of different qualified electronic signature providers who can operate under the eids regulation it's similar to Adobe approved trust list and this is the certificates that Adobe Reader is trusting and all the qualified providers uh there by default okay we're gonna go to the next slide and yeah if you want to see what kind of providers are in your country then you can open this link and you can see like for example when we take Spain there is over 40 different qualified trust service providers and each country is managing their own list of providers and yeah there's a lot of them there's a really high fragmentation and this is why we're working with Soho that our specialization is uh integrating all of these and with us uh Zoho can create much easier signatures with many more local and popular methods so we can continue but yeah the legal distributes there's a this is the main difference between qualified and non-qualified signature simple and advanced level if you have legal disputes it's simple or advanced level then if you request a signature and accept the signature and there's disputes then you must always provide additional evidence uh that uh who the person was and if he really wanted to sign and for this reason also there is quite often like audit trails and like additional evidence is provided by uh signal supporters like Soho sign but if you create qualified electronic signature then it is so secure that you just need to send a document to court and Court accept is a valid without any additional proof and if there's still dispute is the signature valid or not then if you accept the signature then you need don't need to prove anything the other party need to uh prove that actually he did not sign or how this signature cut on the document and if you're using qualified transfers providers and they will issue uh certificate the wrong person then they will pay for all the damages so you have uh like really good security from there foreign okay so we can move on to next slide Okay so yeah so if you talk about use cases or uh like what is the advantages then you always know who's the who the signer is you know the identity exactly and so the trust is uh very good um each user has their own certificate and uh yeah like disputes should not happen because cortex takes this signature as a valid okay but I see is your eyes back now so yes sorry about that guys I don't know what happened with the uh with the connection thank you thank you Marcus for uh for taking over uh the beginning of the presentation um so I'm back now perhaps I can continue where Margo's left off yeah sure yeah all right so I hope Marcus already covered um the whole scope of the the Ada's regulation and the different levels and what we're here to do with with Zoho sign is really to help Zoho sign and zoho's clients to enable qualified electronic signatures um I think he covered a little bit as well about the um the legal disputes uh so you know what's what's the issue with uh with simple signatures and how qualified uh helps to solve some of those legal disputes so if we go over uh the advantages of using uh qualified electronic signatures then at the end of the day what we want to do is also to increase trust in in business transactions right so qualified electronic signatures are a way for you to be able to conduct cross-border business in a more trustworthy manner because there is uh certainty over the identity of the signer so if you're doing business with someone for the first time or you're doing business from different geographical locations you definitely want to be sure that you're doing business with the right person that the right person is signing the document so this is what qualified gives you certainty over the identity and at the same time it's also the user's own certificate that is used it's not the certificate of the entity um issuing it this is important because in many cases when you get Advanced electronic signatures or or some other certificates they're issued by the ones um you know the certificate doesn't belong to the to the person which then makes it an issue or becomes a problem when you need to take that paper and validate it in a different portal or or validate it when you open it for example in Adobe you want to be sure that this is the person who's signing it so with qualified electronic signatures none of these issues happen you have no legal dispute on the signature inside the European Union it is compatible recognized all over the EU and it has the same legal weight as a handwritten signature why is this important we will cover that in the next um in the next one which is about um you know if you think of what are the uh the the use cases um where qualified electronic signatures uh are important then on the next slide we talk about certain legislations in different EU countries uh talk about contracts in written form and for some of them some types of contents need to be in written form if they are meant to be in written form that means you can only do paper handwritten or you need to use a qualified electronic signature and as PSI was cleverly explaining in the in the beginning of the presentation we want to move businesses towards the digital electronic signature so we want to move processes to become more electronic so if you can either only use written form with a paper or with a or with a qualified electronic signature then qes becomes the the de facto standard to use electronic signatures when you need to have a written form so for example certain types of contracts like employment contracts in certain countries hiring and firing uh tender offers some countries require tax reports to be signed with a qes some civil contracts uh any kind of interaction with the state public administration documents in some cases company registration option agreements for for employees IP licensing power of attorneys a lot of cases depending on country are required to be in a written format meaning if you want to do the electronic formats you need to use a qualified electronic signature so it's mostly recommended for new partners low touch customers places where you you have low additional evidence and you want to make sure that you're you're working with uh with the right person and at the end of the day this is this is also where uh where we come in so Eid easy acts as an aggregator of the different qualified trust service providers in Europe so what we want to do is we want to connect the different existing methods that people are already using on a daily basis and perhaps as a question to the audience I don't know if the poll has already been launched but as a question to the audience tell us which methods are you using on a daily basis to sign documents in your country that are not yet available in Zoho sign because we can facilitate that for Zoho sign to make sure that if in your country there is a method that is popular that people are using on a daily basis to sign documents with a qualified electronic signature we can prioritize those methods and make them available inside of Zoho sign so what are the advantages here is that because we connect with the ones that are mostly widely used there's no lengthy onboarding process for your customers so if you are using Zoho sign to send out agreements to different places in Europe they don't have to onboard and get their own personal certificate and do the video identification typically we are already providing them with a possibility to sign either their own electronic ID with their physical ID cards or with methods that they are using on a on a on a daily basis so that means the cost per signature even at a qualified level is much lower than having to onboard and getting your own certificate what the solution looks like we can try to see if the demo is going to work but what the solution looks like is that you'll get a little bit of a box and you can choose the country and then the certificate so you see here on the screen the methods and the countries that are currently supported in Zoho sign so for the Baltic countries Lithuania Lati Estonia we have Smart ID we have the national ID cards and we have mobile IDs in Finland we currently support the Finish ID card and then we have Evernote trust which is enabled for a multitude of countries both inside the EU and some of them outside of the European Union but you can you can use that to to to issue a qualified electronic signature signature this is just the beginning the integration has just started we have a pipeline of methods that we want to bring into Zoro sign we are working together with them to enable more methods into their platform uh so you will soon see more countries and more methods being supported onto the platform methods from Germany Italy Portugal Belgium Netherlands Sweden Denmark and Norway so there will be more Methods made available with our integration into Zoho sign and this is also where we want to hear from you Zoho science clients and users which methods are relevant to you and to your clients which would you like to see prioritized in the platform having said that I think uh there will be a small demo so I'm not sure if we do that now or if we do that at the end yeah uh thanks well uh yeah we'll have the demo towards the end uh let me just quickly give uh the attendees a walkthrough of how to go about enabling qes in Zoho sign and so on so uh so yeah thank you so much uh for that wonderful explanation on the Necessities uh of using qes uh in the EU as Europe Hall heard uh joao explained the intricacies of how it is supported uh in the regulations and uh what sort of uh use cases are typically where you see this being prevalently used and uh by now I hope you understand why you need Q yes and how uh what I'm about to show you will help you uh understand how to use qes in Zoho sign and how it's extremely easy to do so uh particularly with the various partners that we've integrated with so um so let's quickly talk about qes in Zoho sign uh so so far we've only discussed uh what qes is and how it is relevant with respect to the law and so on uh in Zoho sign that the application itself for users to use qes certificates to sign documents um the administrator of an organization must first enable a qes integration for the uh the organization and its users and if the users or you know the signers to whom the documents are being sent to if they are planning to use eid-based uh qes then they can simply enable the integration that we have for uh you know uh qesd but if they want to say use the qes issued by one of the qtsps or the qualified trust service providers that we directly integrate with then the administrator must associate the users that need to use the service with a particular integration and in this case uh the process is fairly complex where Azure audit explain earlier the qtsp is typically are the ones conducting the verification process so they will make the user register on their website go through a process of submitting their documents and sitting with one of their agents for a face-to-face verification and so on and only after this process is successful the qualified electronic signature or the certificate for the qes is issued with the respective credentials to that particular user so the user needs to sort of have their administrator enable it for them in Zoho sign and then need to go complete this completely separate process in the qtsp website and once both of that is complete they can come back to Zoho sign and add the credentials to access this certificate which allows Zoho sign to access their certificate whenever they try to sign a document and so on uh so signing a document once all of this is set up and enabled is very simple it just requires them to upload a document and sign them as given by the basic functionality or have them sent have somebody send them a document and just sign the document so when there is an additional signing method enabled in qes what happens is inside the document the signers will get an option that says sign wire instead of just a button that says sign and then if they click that option they'll have a drop down from which they can pick the provider and use the provider to sign using the two years now there are some prerequisites for this however right now qes is something that we have available only in the Zoho sign Enterprise plan uh now if you are a Zoho one subscript subscriber meaning you have a Zoho one license which includes most of the Zoho apps bundled into a single uh Suite of subscriptions then you can access Zoho signs uh Enterprise plan within that license and as a result by extension access this feature as well but do note that this is presently only available only in the EU data center of Zoho applications meaning you need to be registered with the EU data center uh and you need to operate out of zoho.eu domain and not the other domains such as zoho.com or zoho.in and so on but this is something that we are looking to expand on in the future so uh for now due to regulations and privacy discussions happening in the background we have it enabled only for the European Union and uh these features since we do integrate with third-party providers and Trust service providers they are chargeable additionally on top of your Zoho sign license meaning you would need to purchase something called the Zoho signed credits uh which is used as an add-on that is consumed when signing activities take place with qes and so on uh there are details available for this in uh you know um there's there are detailed explanations and so on that you can access from the credit space that I have linked on the slide uh now if you're not able to click on the uh hyperlink here do not worry I will send a copy of the slide deck over to you you can click on the uh Link in the deck when you receive it and read upon these things and of course the third requisite is that um you also need to have the administrator enable the particular integration inside Zoho sign and if it is say uh the qtsp integration with one attacker or infosurt then the users must be Associated as I I said and have their qes credentials obtained and configured in that particular case scientists May outside these osine organization will not be able to use the integration however if you're using eid-based Integrations it's simply a matter of enabling it and anybody can use it to sign and um it is not something where you can only enable one provider and the other providers are automatically disabled organizations can have multiple Integrations enabled simultaneously and use them together on the basis of need and whatever scenario it requires them and uh I I did tell you that we have three separate providers for qes in Zoho sign that is uh two qtsps one attack on info and and a qes aggregator that is Eid EC uh um from uh where we have joao and Margaret speak just now uh so uh just to just give you a fair amount on uh of idea on what is suitable for who uses these uh Integrations um the qtsp Integrations that is we only recommend these for businesses where users have a high volume of documents that they sign on a repeated basis uh this is something where they uh cannot uh you know it it it it makes more sense to obtain something uh uh that is long term a personal certificate uh by going through the one-time verification process with the qtsp and it is fairly complex as I laid it out earlier so uh in cases where you need to use a specific certificate to sign multiple documents in the long run you can use these Integrations and um sort of have your organization operated in a more streamlined manner but do keep in mind that these do have higher costs associated with them as the certificates which are issued will need to be stored and maintained by these qtsps in their uh you know Hardware modules and uh be available for them to be used on demand whenever necessary now uh the other uh provider that we integrate with that is Eid EC they are an aggregated as well explained just now uh meaning they integrate with qtsps directly themselves and they enable eid-based QE assigning uh and this is what we recommend for businesses that cater largely to the public and to uh then and the businesses that offer Public Services uh meaning it often involves signing of documents by uh people outside the organization and this could be you know in the order of thousands and millions where they have to sign paperwork forms applications and other documents and so on so in this case it makes it so much easier when you just have uh the Eid method enabled as uh the signer regardless of whether they are in your organization or whether they're outside they will have a valid and recognized Eid and that can be used to uh you know use an appropriate method to obtain aqueous at the time of signing and sign the document and in this case the verification process is fairly simple and uh as uh prescribed for the particular Eid that they are using within their Nation or geography and of course uh it is much cheaper as well uh as it no does not involve permanent certificates and so on so uh to give you uh an idea of what it looks like inside Zoho sign um we have a separate Integrations page where we listed these two signature providers over here you can see the three qualified trust Service uh Provider Services that we have uh enabled we have qes via European Union Eid which is powered by erdec uh we have qualified electronic signatures from the qtsps which are one attacker and infosurd so uh let's have a walkthrough of how to go about you know enabling them and using them um so to enable them the process is very simple you can start off by just going to the dashboard and inside the dashboard uh you have this the side panel where you can click on settings and under settings uh the drop down menu you find this option called Integrations so just click on the option uh and that will take you to this page which I showed you earlier as well in this Integrations page you have all the various providers listed and to enable a particular provider for your organization all you have to do is just click on the slider which is by default in the off state to on State and once this is enabled you can go about associating users or using them if your users have already started using these services so um so in the case of the qtsp Integrations that is with one attacker and infosurt uh like I said you do need to associate the particular users who will be making use of these Integrations so uh in that case let's see how to go about that so you have the screen where you enable the qes services from the particular provider and once you click on enable uh or once you uh toggle the button to on you also have other options within the same um a provider a pop-up where you can click on manage users and in the when you click on manage users you have this separate detailed page that you take into for each of these providers and inside this provider you have a button that says associate user so you can click on that button and when you do that it brings up a pop-up with all the users in your Zoho sign organization listed and uh from here on selecting the users for whom you want to enable this provider is simply a matter of selecting them and clicking on associate once you do that you will be able to associate have them register for their qea certificate obtain them and sign but uh do keep in mind that since this is uh something that uh that you deal with the qtsps directly that is when you enable uh the integration and the users have to go and register separately with the qtsps there is a separate charge that is levied by the qtsp for the provision of the certificate and its maintenance in the long term so that cost as I said is consumed uh within Zoho sign by uh charging them against your Zoho signed credits so when you associate users and click on associate you will be given a pop-up that calculates the number of credits it will consume and it'll display a pop-up and where you can click on confirm and it goes about no deducting those credits from your account and provisioning those certificates now what's left is for the users to visit the qtsp's website and register and obtain the certificate now this process is fairly complex as I would put it as it involves multiple uh details being relayed over to the qtsp having to go through the face-to-face verification and so on so this requires a lot of attention and care when going about it so uh in case where there is say a mistake being made in the details being offered to the qtsp it could potentially lead to the rejection of your qas application so I would recommend that you read all the on-screen instructions or any email instructions you receive in this process pretty thoroughly and you know follow them uh to the word so to get started a user once they have been associated with one of the qtsps there is one attacker or infoser how they can go about obtaining a qes and signing documents is to simply visit the Integrations tab from the settings menu and in the Integrations tab they'll see the same screen that their administrators see except they won't have the options to toggle the integration or manage the uses rather they have this option that says configure in the screen it's an administrator so he can see all of the options but a user would typically just see the configure option alone so when they click on configure uh depending on which provider they they have selected it in they will be asked to enter their credentials for that particular provider to access their qea certificate from the provider now since they haven't registered they would be required to click on the registration link available in this page to go about registering so when they do that they will be asked to give their first name last name and their email uh this has to be in line with the identity documentation that they will be submitting so just make sure that you know there are no mistakes being committed in this step so once you enter these details and click on proceed you will be redirected to the particular Qs provider or the qtsp's website where in that website you would have a form that collects your details such as you know your name your address your tax documentation your passport documentation and so on uh this is something that is mandated by law for them to collect and verify so you don't have to worry about you know having to share any personal information as they are processing this information ing to the gdpr uh regulations and so on so once this process once these details are submitted and the application is sent uh from then on the process typically varies depending on what is there on your application uh you would normally receive an email with instructions asking you to attend a face-to-face verification session where they would give you something like a zoom link or some uh a link to a third-party video application where you can screen share and video share and display your document station connect with an agent and complete the process this is a part where I I can't really show you screenshots or I can simply just describe it as uh no the process that uh is fairly restricted in term from the aspect of privacy by the qtsps themselves now once you complete this process it doesn't often take too long it takes about a few hours or at the best a day or two if you do it on the weekend and once you complete the process successfully you would have the credentials sent to you to access your qea certificate to your email once these credentials have been sent to you and you have them with you uh you can head back to Zoho sign and go to that screen uh the configuration screen and enter these details uh once these details are entered there uh and your uh Zoho sign account will automatically connect with the service provider and try to access your uh certificate using these integration uh using these credentials so once that is successful as well you can simply go about signing documents so the last step left is for you to sign documents once you have your qes in place to do that it's it's fairly simple you can just click on sign yourself in the dashboard and uh you can upload a document now this is if you have a Zoho sign account uh and you want to upload a document and sign it uh you can alternatively say have somebody send you a document have it appear on your Zoho sign dashboard and just click on the document or if say your sign or your client is somebody that doesn't use Zoho sign at all and they have to sign documents you could send it to them via so sign and they would receive it on their email inbox and in the email that they receive they have a link that takes them to the document so in whatever way that you access the document element the end the end experience is the same so once you have the document you click on the document you open it up you will have this screen where you can fill in your information in the document in the case where you're signing yourself you can sort of drag and drop Fields yourself but if you're filling the documents out it will have a prompt that takes you across the fields that have been added by the sender that you need to fill in once all the fields have been filled you can click on the sign via drop drop down that you can see on the screen and when you do that it gives you the various options that you can use to sign this document uh you have Zoho sign which is the standard certificate that we have but if you want to use qes you can use one of the providers that have been enabled so here I have enabled all three providers for my account so you can see all three here depending on what my preferences I can click on either one and I can go about signing my document so uh if I've selected say one attacker or info server which are qtsps provided I have them configured they will simply ask me for a one-time password or an OTP that is received on my registered mobile number once I enter that and click on proceed the document is going to be signed and returned with my qes now in the case of say Eid you can click on uh you will have a pop-up that says you will be taken to a third party provider website where you have to pick your Eid method and continue with the process you can confirm on the pop-up and then you will be shown this pop-up where you can select your country and based on your country the various Eid methods and signing methods are displayed on the screen you can simply select the method that applies to you or the method that you prefer and go about completing the signing process and once the document has been signed uh you have the option of forwarding a signed copy to any Associates uh through email so that can be done as soon as you sign the document as well and uh yeah with that the document is signed with the qes and uh so on so you can verify the qualified electronic signatures uh in the documents that you've signed uh by say opening up a document that has already been signed uh now you need to do this in an appropriate application like say Adobe Acrobat or foxit reader and in that when you do so you have this uh signature panel that shows up at the top which you can click on and that will give you the additional details and the metadata associated with the certificate that was used to sign the document over here you can see that you know it says that it is a qualified electronic signature ing to the EU regulations it says that the sinus identity is valid and that it does include an embedded timestamp now you can further visit the signature properties and uh you can sort of throw further and see who has issued the certificate what does a signer certificate say who is the qualified trust service provider associated with the certificate and so on you can even click on the advanced properties Tab and verify the timestamp that has been added to the search to the document uh enter the signature and who the timestamp authority was and whether they are within the EU trust list and so on so all of this can be verified provided you open assigned document in an appropriate application alternatively Zoho sign also offers something called the completion certificate which is an additional supplementary documentation uh with the uh with just the Legal Information added on to it and signed by Zoho sign that can be used uh you know as supplementary documentation as I just said when uh submitting the documents to quote for legal proceedings and so on so yeah with that I think we'll have a quick live demo of how this works since I basically just described the process to you through screenshots so what I'm going to do now is I'm going to uh quickly hop over to my uh Zoho sign application and uh I'll probably send a document over uh would you be able to sign it if I sent you a document right now absolutely let's give it a try all right so just let me quickly share my Zoho science screen and uh start uh start sending zua a document foreign screen and here's my dashboard so this is my Zoho sign account where I can see uh you know the navigation panel the various options it is my account now um I'm going to send a document to joao for him to sign so I'm going to click on send for signatures once I do that it'll ask me to upload a document so I'm going to click on upload document let's say I want you out to sign like a sample social media policy document so I'm going to add this document and with that uploaded I can build out a workflow of multiple people but in this case I'm just going to be sending it out to joao so uh I'm going to be adding his name here Jo right and with that uh I've added his details uh have I added it correctly as well yep all right so uh with uh his DDS added I can choose to uh you know change the language uh to a different language if I want um I'm just going to leave it here in English uh I can even add a private note or say a separate authentication uh as an additional step of verification but I'm just going to leave all of that uh aside for now there are additional options to say have set a deadline I can say say completed within two days and so on I can associate the document with different type a different folder and so on and then I can just simply add a note this is uh hello uh please sign this document with your Eid and I can go about sending the document out so now it's going to take me to this document screen where it loads up the document I can give this document a look and then I can add the fields of information so I'm just going to add name I'm going to add date and I'm going to come down and I'm going to add signature I'll probably make the signature field a little bigger so once that is done um I've added the three fields and I can just click go ahead and click on send so I'm going to click on send with that uh the document has been sent as well so uh I'll stop sharing screen now and uh I'll pass the session over to draw who can show you how to sign it with your Eid and uh use a ques so uh let me see if I hear my screen yeah just give me a sec yeah I've made you a present uh I think you should be able to um one second foreign can you see my screen ah yes we can yes all right so here I have the request um about signing this document the sample social media policy so when I click on start signing I am taken to the uh to Zoro sign and here I see the information uh about the document I agree and continue and then I put the name the date which is today's date and my signature all right and because I already had accounts then it knows all my details so at the moment I'm going to try to sign this with my Estonian mobile ID so on the sign via I have the EU Eid I'm going to click on that and once I read the information this is a qualified electronic signature I want to proceed I start to see the different options so this is where our integration with Zoho sign comes in where you can select which country you're from and then depending on the different country you will see uh different options so if I'm in Finland I can use my ID card but at the moment I'm in Estonia so I'm going to use the mobile ID so mobile ID is one of the methods that everyone in Estonia is using we also provide integration with the ID card and with smart ID that is very popular here but for this purpose I'm going to use the mobile ID so the way this works is that I already have an account registered with this qtsp so I'm just going to put my phone number I'm going to put my identity code code and then I'm going to click on sign it gives me a code verification that I need to verify on my phone so I will just make sure that the code I see on the screen is the same code that I see on my phone it is the same so I'm going to sign the document and the document is now in the process of signing so it should be reaching back to psi and the last bit that I wanted to show you let's see if that works as well is to open that document in Adobe uh one second and I will show you can you see the Adobe screen yeah yeah so I can see here the uh signature is qualified uh ing to the regulation so it is uh it is a qualified signature and if I see the details you see who was signing it so it has my full name and my ID code so my identity has been verified and and that's how easy it is um if you have a Zoho account on the integration panel all you have to do is make sure that you integrate or enable the qes European Union ID you don't need to do any setup because your users uh already have typically accounts with this utsps if they don't then during the process they are able to also onboard easily through the methods that we enabled and just like I like I explained earlier at the beginning we provide a limited set of countries with support but we keep on improving and keep on adding more countries and more methods to Zoho sign so if your method if the method you're using currently is not available yet make sure you let Zoho know which methods you want to use and then we will prioritize those methods to make sure that you can sign with the method that is popular in your country inside Zoho side and that's it so I hope that the demo is uh you know fairly self-explanatory in helping you understand how simple the process is because why we did you know speak about how the feature works and give you the walkthrough and that took us a little over an hour the entire signing process was so simple that we finish it in less than two minutes so uh yeah I hope that was something that was uh that caught your eye and you can use with your business so with that um I think we are done today uh webinar so let me just quickly put up pull up my resources screen so I can start give you the a rundown of what resources we have for you as a Zoho sign user all right so yeah um so here are some of the resources that we have uh to understand how Zoho sign Works uh how to use the application how such a set it up if you want to read up more on how digital signatures work and how you can use qes through the different providers that we have um you can just click on these links and go about uh reading up and getting yourself up to speed on how all of it works we do have a lot of self-service videos that you can follow we have a webinars that we've done in the past that you can recordings of which you can access by visiting the links that you see here we have a thriving community of users and developers who often engage us on our forums with ideas discussions uh we even uh even if they need assistance they can they post in our forums though we do maintain a separate support email ID and separate support Channel a forums is a place where we welcome all sorts of discussions so as joao said if you have something in mind say an Eid method or a provider that you think Zoho sign should introduce in the future do give us your suggestions so we can sort of work with Eid EC to try and help them you know get in the picture and have you assign documents with ease as well uh in terms of legality pricing and uh say personalized demos we do have links for you to access these as well and uh book a slot with us so you can get in a one-on-one session with one of our experts and you can speak to them and see how you can go about using Soho sign so yeah I'll leave the screen up I understand that you may not be able to click on these links typically uh these should be clickable but since I'm sharing my screen right now it shouldn't be possible but I will share the resources with you as I said so you can do that once I uh have them sent to you over email so in the meantime if you do have feedback for us you can always write to us we have an email address support zohosign.com to which you can send us all your feedback support queries anything that you want to communicate to us uh if you're somebody that's active on social media we do have a presence on Twitter and Linkedin so you can write to us there you can follow us there for regular updates to get to know about any new features that we're putting up any new webinars that we're hosting and so on and we do have our own YouTube channel that we've just started to sort of publish videos to to help you use the application better by accessing the smaller features and getting started with the uh app itself so yeah um please do make use of these resources and uh try and um you know help us help you better in the future by giving us uh feedback wherever you feel it's right to do so so yeah with that uh if you have any further questions feel free to raise them I I see that we've had a lot of questions most of them have already been answered uh but beyond that I I do apologize for you know the technical trouble that we did face earlier but thankfully we managed to resolve that and get going with the session so at this point now any follow-up questions that you have any further doubts that you have feel free to raise them so uh either me or joao can answer them depending on another complexity of the question foreign I just wanted to keep you quickly updated on the results of the poll so uh we had a majority of the uh answers uh saying that their preferred method is already in Zoho sign uh I'm assuming for those who aren't in the uh in the uh Baltic states I'm assuming they're using ever trust right now uh if not uh perhaps uh they would need a little more information on what era methods are currently supported in their country and they would figure that out and let us know but we do have a suggestion uh from one of the attendees who's requested for maltas Eid uh to be supported so I hope that is something you can uh at your roadmap and uh yeah I think uh most of the other questions have pretty much been answered if there are any other follow-up questions feel free to raise them I'm extremely sorry that no we had to run beyond the schedule but uh but yeah foreign question I already answered the the the person who asked it but yeah Malta is in our on our radar uh so we want to have that in our pipeline soon um if they can provide us with more details whether it's the Maltese ID card or there's any other electronic