eSignature Legality for Stock Certificates in India

How to eSign a document: e-signature legality for Stock Certificate in India

so yeah we can get started i guess good afternoon everyone uh thank you for taking time uh to join me in this webinar today uh my name is padma priya and i'm a product marketer for zoho sign in this session we'll be speaking about how to sign documents with aadhar e-sign a feature we just launched in zoho sign i have with me on panel chandra mauli dhorai zoho science product manager and sayanan my colleague in marketing and also vagishwaran who is a key product developer for zoho sign throughout this webinar feel free to use the questions tab to raise questions during the webinar run my colleagues on the panel will answer your questions as i am presenting if you have any audio or video issues feel free to reconnect again we are also recording this session and we'll be sending the copy of the recording along with the slide deck to everyone after this session so yeah uh now let's get started and see what we have on the agenda for today's session uh first i'll be speaking about how eSignatures can help you go paperless and then uh will show you how zoho sign is the perfect eSignature solution for your business uh then we'll come to the main part of this session integrating zoho sign with aadhaar recent will discuss what other resign is how you can enable it for your sinus and also how to use other resign to sign documents and verify the signature now at the end of the session we'll have an interactive q and a uh do keep in mind that you can also raise questions while i am presenting and if there are any left out questions i'll be answering them at the end yeah so uh before starting uh i want you guys to take a minute to take this poll uh read the question and just select the answer ingly i'll just wait for a minute you know for all of you to take the poll yeah i can see that uh people are selecting the options ingly yeah i'll just wait for a few more seconds so the question was are you still using pen and paper for your office paperwork or business documents and i can see that most of them have selected no so it's good to know that people have shifted from paperwork to you know digital so i think the workflow that is described displayed on the screen is likely not new to you you basically start with drafting documents when you use pen and paper for your business and then just print and make copies of them to sign and you know you send them by fax or post to different people across to either sign or just approve of course this manual method usually means you have to wait longer to close the deal on however if there are any transactions or you know sales work involved you have to raise billings invoices and whatnot even after this whole process it just doesn't end there you still have to store these documents securely and you should be able to retrieve them for any future audits uh this obviously is going to you know invite many problems your way for example let's say if an employee made any mistake in the process they'll have to redo all paperwork and start the process over again which is incredibly tedious and just waste time this traditional process you know also involves extensive collaboration and sending documents back and forth this can introduce you know concerns of forgery or even tampering with manual paperwork and you know obviously physical documents can also be lost or damaged in the event of accidents or natural disasters of course you have to wait longer to get those documents back or even hear back from other stakeholders so all of these common issues can drain your resources using the pen and paper method also takes up more physical office space costs more in supplies and ultimately affects your company's growth as it becomes difficult for you to scale up operations now this is exactly where eSignatures can help you out so eSignatures are a digital alternative to the traditional way of you know signing your documents with pen and paper or seals made with ink they are secure and authentic the signing process involved is non-repudiable and it produces tamper-proof documents so eSignatures basically uses digital signature certificates which are linked to the identity of the signer so you know the signed documents are unforgivable there are even other ways in which eSignatures can help you so you can get your paperwork done remotely as we all know like pandemic has accelerated the adoption of digital signatures especially when it comes to small to medium scale businesses more and more businesses have started taking digital transformation seriously you know as it is their only way to keep their operations up and running so in this current situation getting work done remotely is important and an application like zoho sign can help you do this with zoho sign you can easily sign and send documents um to collect signatures and approvals you can also you know drag the document activity by enabling the notifications and you can also send automatic uh reminders to the recipients you can manage all these documents entirely on cloud zoho sign makes it possible to process the paperwork from anywhere anytime on the go and on any device yeah now uh let's go through a quick overview of zoho sign and the features it offers yeah zoho sign is a digital signature application used by thousands of businesses around the world to securely sign send and manage documents online uh it uses a very simple cloud-based electronic signing process and it can be used to collect signatures and approvals by building or you know creating workflows yeah you can also set a signing order in which documents will be sent to recipients one after the other like for example let's say there are two signatories so the documents would be sent to the second signer only after the first has signed the document you know uh you can even assign roles to the recipients and you can also send a private messages to each of them separately now let's look at some of the zoho science advanced features uh if you are a person from your organization is going to a business meeting or sales visit where you would like to get a collaborators or you know customer signature on few documents so that you can just finalize the paperwork and close the deal you can use our in-person signing feature to avoid those hassles of you know carrying bulky physical documents yeah you can also save time by sending documents to large set of people using our bulk sign feature you can streamline your document process by creating templates and you can save them to reuse in the future you can also create a self-service uh digital signature process through a secure url without any coding and you can just embed that url anywhere on the web to make it easier for you to gather signatures zoho sign is built on top of rest apis and it comes with a large variety of integrations with many popular applications and if you are a developer you can use our custom integration option for building applications using apis web hooks and software development kits in addition to these features uh zoho sign comes at a very affordable price so you can just uh visit the link displayed on the screen to learn more about our pricing structure yeah um before we talk about available integrations let's take a look at more zoho sign highlights soho sign is made for enhanced remote collaboration and it supports 12 different languages you can create templates and you can share them with other users in your organization and you can organize your files by document types or folders as well you can also import and export documents from the cloud storage uh yeah you can zoho sign uh even offers a brand aligned experience via rebranding feature so uh you can basically what it means is you can customize uh zoho signs email function to reinforce your branding by adding your company's logo and you can customize the subject header messages header colors and button colors of the emails you send yeah you can use our default legal disclosure or you can customize your own uh you can send emails from your organization email address with domain verification you know which helps ensure your emails from zoho say nor not diverted to spam folders yeah uh you can also customize the signus experience by redirecting them to different landing pages upon signing yeah this is all about the zoho sign highlights uh coming to the uh you know security which is usually the biggest concern anyone has before using any eSignature service zoho sign uh basically offers the highest level of encryption based on public key cryptography like this is the underlying technology behind all the digital signatures to securely sign and verify documents um your data is protected using aes 256 encryption while at rest um and when the documents are in transit it is protected using tls and ssl encryption also yeah now coming to the legality part uh documents signed using zoho sign are legally valid and it meets the standards of various esign laws across the world such as e-sign act in usa p-i-p-i-d-a in canada eids in europe ita 2000 in india and electronic transaction act in australia yeah so our international compliance is driven by our own privacy and data security features and also as an organization zoho is compliant with various data protection rules such as gdpr ccpa and hipaa in usa and features like multi-factor authentication and role-based access sort of contributes to this compliance it even allows you to generate reports um tamper proof audit trails and even completion certificates you can also authenticate your signus through email sms or otps yeah you can add an additional level of security to your documents through this and zoho sign also provides blockchain based stamping and trusted document digital time stamping to preserve your document signatures even after the certificate themselves expire i mean after the validity period uh yeah um if it sounds complex to you i think you can just leave it to us there is nothing from your side uh to do for uh blockchain time stamping or uh trusted digital time stamping yeah uh you can also sign documents with your own digital signature certificates or you can just use a few qualified electronic signatures if you are in the european region or other e-sign if you are in india which is the feature we are going to discuss in this session this is all about the quick overview of zoho sign and its highlights so zoho sign is basically available across multiple platforms in addition to web browsers and computers you can access zoho sign on ios ipad os mac os and windows as long as you have an proper internet connection as i mentioned before zoho sign is built on rest apis which makes it easy to integrate with other applications so zoho sign is like one of the most tightly integrated apps within the zoho ecosystem offering you know 15 integrations with other zoho apps um if you are a developer you can integrate with more apps using uh deluge zohos which is zohos low code scripting language and you can also set up workflows using zoho flow and also you can use uh zoho sign to create new you know you can use the whole writer to edit the already existing documents or write the document from scratch you know before sending them out for signatures also zoho sign is not just limited to integration with only zoho apps it also offers integrations with many other third-party applications as well as you can see uh it offers integration with office 365 onedrive box microsoft teams outlook and etc with integrations like integromat formstack documents and zapier you can basically integrate zoho sign itself with thousands of applications that are available online now uh let's look at a basic zoho sign web dashboard yeah the user interface is designed to be intuitive for any user and it is almost self-explanatory uh if you are new to sign uh you can sign up for a free 14-day enterprise trial uh the link has been displayed on the screen um yeah basically uh zoho sign can be used by almost every business and these are some very popular use cases uh the first half of the use cases or where our customers like to use zoho sign and the other half of use cases or where we sort of you know observe the increase in use of our app most recently uh these are the use cases we just observed where zoho sign can be used and of course uh it can be used for many other scenarios as well i'll just wait for uh 10 to 20 seconds for you to sort of go through these use cases you can as you can see uh you can use it in your sales department if you are if you're from an organization hr department to use for onboarding and you can get you to if you want to get any social media policies get signed by your employees now i guess we can get started with the integration which is the main part of this session uh but just before uh discussing the aadhar resign integration let's just quickly revisit the basic concepts of electronic signatures so you can understand this integration better uh yeah so an electronic signature is just simply a digital mark or image added on behalf of a person or by the person themselves uh when it i mean there are several concerns about the applicability of these signatures to various scenarios so so to simplify that electronic signatures are classified into four different levels of applicability and legal validity uh the first is a simple electronic signature where signer just adds a digital mark or stamp or image when they sign a document the second level is a standard electronic signature where digital mark can be traced back to the person added through a cryptographic digital signature certificate and this whole process makes these documents secure and tamper-proof the basic service the zoho sign offers is standard electronic signature it falls under this category uh the next two levels are a little bit more advanced yeah um the third level as you can see is advanced electronic signature which just works in the same principle as standard electronic but the digital signature certificate will be directly linked to the signer and it will be in their own control and possession which means no one apart from the signer can sign the document saying that you know they are signing it on behalf of that person yeah the other reason the integration we are going to discuss falls under this category and the fourth level is a regulated electronic signature which also works in the same principle as standard electronic signature but the digital signature certificates are issued to only high ranking officials in large organizations or you know only in specific geographical locations this is all about those different levels of electronic signature uh now let's talk about the other e-sign integration so other e-sign is government of india's prescribed digital signing method and it has same legal acceptance as web signatures the process of signing document conforms to the e-sign service specifications defined by controller of certifying authorities cca is india's root certificate authority and this is in ance with the information technology act 2000 other e-sign is normally you know not used for signing basic contracts or documents but it is rather used for paperwork related to high level transactions and applications in banking finance and when it comes to registrations with the government and public services and also this integration can be used by signers who are not part of soho sign organization which means let's say you have sent a document requesting signature even though the person do not have a zoho sign account he'll be able to use the other resign integration yeah now let's take a look at what exact use cases the other resign integration can be used for if you have a digital locker you know where you store documents that need to be self attestated you can use this integration further and also when you are filing tax returns or applying for your tax id you can use this integration if you are in the financial sector you can use this integration when you are opening bank or post office accounts you can also use this integration for when you are applying for various official certificates like birth cast marriage and income you can also use this integration when you are applying for telecom connections like dth mobile internet etc in regards to transportation you can use this integration when you are applying for license renewal or vehicle registrations yeah uh these are all actually as per the specifications given by uh cca and not just by us yeah now let's see how aadhar isan works in zoho sign so zoho sign has partnered directly with e mudra which is a licensed certifying authority that issues digital signature certificates to offer its aadhaar based esign services so to use this integration uh your administrator will enable the integration for all the signers so signers can then select sign via other e sign after filling all the input fields at the time of signing uh now all they have to do is just enter their other number in the e mudra portal and they can they have to authenticate themselves with the one-time password that will be sent to their mobile number then after entering this otp signers can complete their eSignature on their document i'll be giving you a step-by-step demo in a minute so i just wanted to say all the steps at first yeah before uh moving to that enabling the integration and you know how to sign documents in detail let's just uh look at what are the prerequisites for using this integration so first a user should have a valid zoho sign enterprise or zoho one license in the indian data center and next a user must have sufficient zoho sign credits uh you know since this integration is offered by third party service providers there is a fee incurred for every signing activity this will be basically paid by consumption of zoho sign credits and yeah i wanted to add like each document signed through through the other e sign consumes two zoho sign credits you can visit our credits page to learn more about it on the last prerequisite would be that administrators need to enable this integration for the sinus so signers will not be able to select sign via other administrators have not enabled the integration so yeah these are the three prerequisites you have to check before using the integration yeah now let's look at how to enable the integration for all your sinus so first you have to go to zoho sign dashboard and you just have to open the settings menu on the left side of your dashboard and navigate to the integrations under the general section this will take you to the integrations page where you know you can see the digital signature providers now all you have to do is toggle the other resign integration to on yeah it's as simple as that there is nothing more to to be done from your site to enable the integration now let's go over how to sign documents via other resign first select the document that need your signature and now go through the contents of the document to make sure everything is correct and then and then click agree and continue which is present at the top of your page now fill in all the input fields as directed such as name your name your company name your old address or your new addresses and signature everything after filling out all the input fields select sign via other resign at the top of your page you will see a pop-up saying you will be directed to the e mudra website to complete the signing process uh just click proceed so that you will be taken to the emudra portal yeah once there enter your other number or virtual id and then just click get otp so if one time password will be sent to the mobile number associated with your other account now enter the otp and tick the check box if you do not receive an otp right away please just wait for some time and then click resend otp well now after entering your otp click uh perform a sign to you know finish signing the document and yeah uh you have now completed signing a document via other e-sign you can download the signed copy of your document in your zoho sign account and always a signed copy will be sent to your email now let's see how we can verify that signature yeah to do that you again have to go to uh zoho sign dashboard and you have to open the documents menu on the left side of your dashboard and click completed under the sent section all the completed documents will be displayed in this section so uh you you have to click on the ellipsis icon which is present at the top and just select download to download the signed copy now open this signed copy in the appropriate pdf viewing app here i have opened it in adobe reader open the signature panel to verify the signature added to the document uh you can see that it says digital signature is certified by zoho corporation and you can also see the uh you know name of the signer to see even more in detail just open the signature properties of the signed document this will just open a you know signature properties box where you have to click show signature certificate now this opens a certificate viewer box where you can see the name of the signer you can also see that it says digital signatures certificate is issued by emudra certifying authority you can navigate to you know different tabs to view the signature details well you can also check the document for other reason by checking the visible signature itself as you can see it says aadhaar e sign followed by signers mail id yeah uh however this can only be checked if the document has a signature field yeah uh that's the end of our overview of other resign integration with zoho sign it is all about enabling the integration for your sinus and signing documents via other reason you can also verify the signature uh what's coming very soon so to enhance all these functionalities uh zoho sign will be supporting usb signing as well as personal dse signing on mac os and through web browsers uh currently you can do this only on windows but it will be soon available on above mentioned platforms as well we are also partnering with various regional providers to improve your experience similar to emudra we are partnering with singh pass for singapore residents we already have qes in european region we are just partnering this time with a different vendor called infocert to provide our users with identity based signing we are also partnering with signicat yeah and here's something to thank all our attendees who attended this session and stayed on till the end we are offering free emudra licenses for indian users and qualified electronic certificates for european users for one year um provided if you can just leave a review on the gartner peer insights platform so all you have to do is you have to write a review get it published on gartner peer platform then just take a screenshot of that review and just send an email to us at support zoho sign dot com uh with the review screenshot attached if you have been using zoho sign for a while uh we would greatly appreciate if you can left us a review uh follow the link displayed on the screen uh to leave a review also uh please note uh like we value your constructive feedback and your reviews can be as honest as you want we take all your product feedback into account and we'll continue working on improving our services yeah here are few resources with the help document links for the topics i have covered in this session you can see that there is a link for signing documents via other reason the integration we just discussed in this session you also have a link for getting starting started guide as well as digital signature software guide like if you are very new to digital signature itself you can just go through our digital signature software guide to know about to know about it yeah if you prefer you know instructional videos over documents you can go through our tutorials to learn how to use each integration or feature we also have a plenty of our previous webinar recordings posted there we have a community portal where you can post your queries or and our support engineers will help you out and if you have any questions about zoho science legality you can always make use of our legal guide and if your queries are specific about certain laws you can write to us and if you have any queries about pricing you can just visit our pricing page yeah if you need a personalized demo you can book a demo session with the link displayed on the screen i can see that my panelists have done a great job in answering all your questions let me just go through them and see if there are any unanswered questions well you can also submit any questions you have about the integration or about zoho sign in the questions tab now as well i can see they have answered like every question so yeah if you got any uh questions about the integration or about the app itself you can even ask now i'll just wait for a minute for any of you to drop any questions yeah we still have time so yeah you can drop any questions you have about the integration or your use cases well i guess there are no questions from your site uh i hope you all understood the integration well i'll just wait for a minute as well to see if there are any questions well uh with that we have come to the end of the session uh thank you for all your questions and if you have any feedback to share feel free to write to us at support zoho sign dot com we welcome your feedback and we'll use it to continue improving our app service you can also follow us for regular updates on our social media channels uh click these links to find us on twitter linkedin and youtube uh we'll be posting about the release of our new features and integrations on these platforms yeah thank you so much for taking time to attend this session as i mentioned earlier we have recorded this session and we will be sending the copy of this recording along with this slide to all our participants i hope all of you have a great day this is priya and our panelists chandra mauli saee and vagishvaran signing off on behalf of zoho sign yeah thank you and goodbye