Unlocking the Power of Online Signature Legality for Healthcare in the European Union

How to eSign a document: online signature legality for Healthcare in European Union

hey folks thanks for taking up your time and joining this session so just like how I said earlier my name is Rajiv and I'm a product expert here at zoh sign so in this particular session uh I'll just help you go through how zoh sign can help your organization be comping with 21 CFR part 11 or the EU AP and 11 so along with me uh on this panel we have uh Gopi who heads the integration and compliance and moan who's an expert in this particular module along with this we also have Sai Anand and chandrai who are senior marketers for Zoho sign so without furo let me just walk you through what we have as an agenda for today's session so I'll just give you a quick overview of what Z sign as a dis signature application has in store for you and then I'll walk you through how the license module Works in our particular solution and at the end we will have a brief quick you know Q&A session so if at any given point of time if you have any doubts or queries you could just you know feel free to interrupt me or you could just raise your question using the Q&A tab and uh we have folks who are uh super ready to just answer all the queries that's been put to our surve so yeah let me uh just begin then so as the name suggest Zoho sign as an application helps every business to sign send and manage business documents literally from anywhere at any given point of time but that's not just what we do we also offer features like templates where if you have any documents that you use frequently you could just have them converted into a reusable template we offer sign forms and if you have a bulk bunch of recipients you could use our bulk send feature to send out documents in few clicks and not just this we also provide tamper proof audit trails and completion certificates with along every single document as a layer of authentication so we authenticate our signers via email or SMS OTP and if you are someone from the United States we offer Dynamic knowledge based authentication and if you are from the European Union region we have integrated with some uh authentication methods that you could use to verify your signers not just this we have also integrated with leading trust service providers to name few we have integrated with ar for the Indian region Singas for the Singapore region unataka infoset for the European Union and much more so when you send documents across borders it's imperative that the uh solution through which you are sending out the document is compliant with both the countries regulations and law so as you can see in the screen right now Z sign is complained under the P for Canada eign Act for the United States eidas for the European Union ACTA for the South African region ITA 2004 India and the electronic transaction act for several Southeast Asian countries and not just this Z sign is also complaint under the gdpr and the Hippa complaints as well so we don't restrict ourself as a web service application our application is available across all Native mobile apps which will literally help you to stay on top of all the documents and it is pretty easy for you to access it from anywhere at any given point of time so like I said a couple of slides earlier these are some of the popular features that we offer from Zoho sign so uh in person signing let's say if you want to collect signatures uh then and there from a particular signer you could use that particular feature we also have integrated with Zoho checkout our inous uh application and through this integration you could collect both payment and signatures from the uh single you know document workflow and not just that if you have your own digital signature certificates you could have you could use those to have your documents signed using the USB s or pfx files and especially if you are from the Indian region the integrate with a eign we offer e kyc services and E stamping as well or if you have your own business and you only want to use our functionalities we also offer white labeling with our apis and sdks so yeah this is a bigger picture of all the Departments where zor and be put to better use so if your organization will have some sales or you know HR documents like an onboarding document or some policy documents or Finance where there'll be some bills that gets submitted or reimbursement documents or procurement where you purchase new things and so it precise if you have any document that needs a digital sign or signature requirement you could just put you know our solution to a better use over there and here this is a wide list of applications with which Z sign uh readily integr so if you take Zoho apps right from a popular Zoho applications like Zoho CRM Zoho desk Zoho recruit and just like I said earlier Zoho checkout Zoho books or beat other CRM applications like HubSpot fresh sales zendesk or your own you know Google applications we offer rade Integrations for every single app and the best part is you could use our own integration right from these particular apps UI so you not switch back and forth between two applications Raj hi Raj M here yes ma'am can hear me right so uh you can just give a break and ask how many of them already use sign to just to know get a perspective so that you can uh tailor your presentation yes sure so I just I leave the flow open then so you get a better idea on how many active Zan users we have in this session so hi folks uh my name is mai I had the product marketing function for sign so uh we want to keep this session very engaging so uh we just want to know how do you sign documents in your company if at all if you use a digital signature application what is it so that will kind of help us to tailor this this session and help you with our solution s anyone want to answer uh just uh you can use your mic and you can engage with us we're currently using so maybe you could compare the features okay perfect one doc sign user anyone else I'm using doc sign as well oh wow two doc sign yeah I use Adobe um Adobe sign oh wow okay good so how many of you still have Zoho one and you use these applications guilty okay so yeah this s this session is perfectly uh T made for all of you so we want to offer uh what is part of Zoho one and what Zoho sign can help your business so yeah Raj now you get the perspective so the session is all yours man thank you I just want to thank you I just want to say um we did think about using um Zoho sign and I have a meeting with with Raj at another date the only thing that's stopping us from using Zoho sign 21 CFR is um the validation requirements um we we send us um monthly validation reports okay um and I'm not sure Zoho Zoho is geared up for that yet and that's the only thing so there I will listen in and we we'll see thanks so yeah thanks for that feedback so we also have Gopi here who who is the person who built this from scratch for sign and we also have moan so the real development team behind this compliance module is here part of the session so yeah I will uh give take a break and Raj will walk us through what yeah thanks I guess we lost you over there so let me just continue with my thing so yeah so now we come to the main cors of this session so when we take a medical industry or a healthare department to be precise it's I would say more than important to ensure that your patients information doesn't gets leaked out and it stays secure and intact so with Z sign you can not only just automize or digitize the document work flow but you can also provide a secure environment and also improvise the overall patient experience so if you are someone from the regulat industry it's better that you stay uh you stay complaint you stay complaint and when you miss doing that you get penalties or warning letters or your drug gets recalled or there might be much much more penalties as well so here are a broad range of fields uh where you know zor science or the life life science control model can be put to a better use so uh there might be a question where you get to ask so how is life science different from Healthcare so life science is basically uh where the particular individual studies all forms of life forms uh for example a botanist or a zoologist and get to know more about that particular uh life form but whereas Health Care uh focuses more on providing the necessary health facility that's needed to particular individual and for the betterment of that particular individual as well so uh we at Zoho we offer the life science control model for both the life science as well as the healthcare uh you know club together so what happens when you start using zor sign is one you become paperless and yes your we are affordable solution so yes we are economical and just I said like earlier we are legally complied and we help you comply with the fds 21 CFR part 11 as well and yeah without uh to put much stress on yes we are secure as well so what what I mean when I say paperless is so just imagine particular workflow where you have to print the paper you have to fill in the things you have to send it out for Signature collect it back and have it stored so the entire workflow that I just said right now it can be digitized and by doing that it uh reduces the extra effort that you put when it comes to paperwork and the second one is economical so what happens is if uh a particular organization or what if there is paperwork involved you need a storage room for to have those paperworks talked over there and you have to make sure that those stay intact and there's no damage that's happening to it so with zor sign we offer unlimited document storage so once that's been imple implemented you could reduce the cost that you pay for the overall administrative charges so to be to put it in a better way uh on an estimate you might be spending around $30 to $50 to to uh execute a complete document life cycle and that's something that you can save when you just take a monthly or an annual subscription of Z sign and complaints complaints plays a really major role when it comes to getting your documents signed and like I said earlier and to even more add it we are comply uh we comply under the Hippa and we also help businesses to comply under fds 21 CF part 11 and EU anx1 regulations and if I missed saying it out earlier Z sign uses the public infrastructure and we encrypt all our datas using the aes256 and the SSL TLS encryption so your data is really safe so yeah so in the healthc care industry uh I won say we don't restrict with these use cases but these are some of the popular and major use cases where you can put zor sign to the fullest use and you could literally reduce the paperwork that's involved in each of these use cases so coming to the controls in Zoho sign particularly so how we help the businesses is one we uh there we restrict certain uh controls within the Zan which I will be showing in the upcoming slides we valid we we put up a validation check where uh we ask our signers to reauthenticate themselves before they access the document or before they sign and uh the major part of the 21 CFR is signature manifestation where it uh literally says the the printed name of the signer the email the signing reason along with the date and time must be present uh in the signature so as you can see on the screen we offer two kinds it's normal and white and also to reiterate again we offer a tamper proof audit trail that shows literary from the time when the document was created and the entire flow till the time when it was signed and as I said earlier yes we are secure and you saw how we offer that so yeah so let me give you a live demo over here I'll just take you through two instances one I'll just show you how a normal uh envelope is sent using Zoro sign both in the sender experience and in the uh signer experience and once that is done I'll just show you how the same workflow will look like once these controls are you know enable so if you guess allow me to you know share the relevance screen so yeah this is what the zor sign dashboard looks like so on the left we have the navigation pane so over here we have the documents over where you could just uh see the real life status of uh what the exact document status is and once you go down you have templates uh where you could create templates and manage templates and we have sign forms and we have reports where you could see a collective report of the documents or the activity log and whatnot and this is the general settings where you update your profile the Integrations that we offer the notification settings and these are the admin settings so now let me just send a normal document so in Zoho sign we uh offer four ways to upload a document you could just import it from one of the cloud service provider you have integrated with or you could just drag and drop or you could import it from the desktop or you could also use one of the created templates as a document over here so yeah so you click Send for signatures you upload the documents so I just upload a sample document here and I will add a recipient so I will ask the favorite question so this module is available in all DCS yes we offer the license controls across all DCS perfect because I want to engage with you want to push the audience so yeah we offer two ways to deliver the uh document signing link and if needed you could add a private note that will be seen only to that particular recipient so when it comes to normal uh workflow it's not mandatorily enforced that you have to have a kind of authentication check before sending out a document but if needed you could have an email OTP where once the document is click the recipient gets an email uh the OTP or you could have an SMS one done or like I said earlier since uh the account that I'm showing is based out of a usdc I have the dynamic knowledge based also over here so you could use one of these authentication types so once everything is done I just click continue so this is the document viewer page so I will just add a couple of fields and I will send it out for Signature so if needed you could also schedule the document uh for the futuristic time based on the your recipient time zone or your business needs or if not you could just send it right away for uh you know signature so the document comes and falls under the in progress state so once you open this you get to see at what is the exact uh status of the sent document so now let me you know allow me to just show how it looks at the recipient so what happens is so this is one of the uh recipient to whom I had send this so I'll get uh I could either access this through the inbox or I could just access it through the dashboard so the thing is the sender needs to have a zor sign account but it's as far as the normal workflow uh about the normal workflow the signer need not have a zor sign account to actually sign the documents so over here I agree to the terms and conditions which can be customized based on your organization needs so once I do that uh so these are the fields that I need to fill in and once done I just sign the document so this is how a normal workflow or in Zoho sign works when it when you are sending out an envelope for Signature so now allow me to walk you through how to enable these like science controls and how that looks actually so R yes one more one more popular question so can we do branding and customization for the email trigger yes we can do that and so let me just show that as well so from your ad me settings you could just go to email templates so just a second I guess uh the right screen is not getting shared yeah yeah so I'll just give the entire screen for the better this thing so yeah so so this is the dashboard I uh go settings and go to email templates so over here you could edit for each and every single instance so you could set up a language or you could just go edit template and you could just change the color that sets to your business needs you could add your company logo over here that you already added and if you're done with everything you could just click save and have it saved okay what about the email so emails are triggered from the [Music] company oh yeah so the email templates uh if you want to change the content that uh over here you could just have it changed you could uh add any more content that's needed as well this part is fine I'm just asking about the from email address so it gets it go to spam right yeah so we offer another setting so what happens is uh for instance during the email uh delivery what you could do is you could send it from the augs email that is a default email address or else you could send it through the senders email address as well so what happens is by default it goes to Notifications ATZ sign.com so this uh option can be found under the setting options under the account settings so I guess that answers to that and so now let me just show you how to enable this so if you're an ad the primary thing is you must be an admin of your Zog account to have this uh setting enabled so I am an admin in this so just uh this is how it goes you go to settings you could find this now if you're not able to find this all you have to do is drop an email to support at Z sign along with your business use case we'll have this uh setting enabled uh I mean we'll have it visible for you in the back end and once that's done this is how your window will look like so over here you toggle this to on so please ensure that there are you know some points that you have to consider before you enable this for example so once you once you enable this if you have any documents in progress those documents will get recalled and you'll have to initiate the same workflows so like that there are almost like eight points that you need to pay attention to before you enable this particular setting so you agree to this agree over here you click enabled so the moment this happens you could could see we'll have this band over here the same will be found in the email request as well so uh what happens is once this is enabled by default the visible signature for the signature manifestation gets enabled and you can't disable this as well but for a better formatting option we offer both normal and wide uh mode of signatures and if you see here since uh security is a major check that needs to be followed for this uh an authentication will be enforced you could choose the mode of authentication but you can't disable this particular uh function as well and if you notice here you will find that you won't be able to see uh sign forms for instance and if you go to inside this uh there will be some if you see here by default it will be enabled so now let me just uh initiate the same workflow so I'll just go over here I add a document I go to the same recipient so I'll just uh and another primary thing that you know have to keep in mind is there must be a signer field for every recipient that you are adding so you can't just send it right away so now I have sent this document so now let me show you how it looks on the signus uh in so so since even this or is this account is under the same of so if you just refresh it once you can see the same controls will be enabled here as well so over now what I'll do is I'll just click this you can see we have the uh the message over here as well I click Start signing so uh the moment I do that uh you will get a mail over here with the notification uh so I would say there are some pointers over here your signer as in your recipient must have a zor sign account and they must have been logged in to that particular you know the account if they haven't been logged in earlier we will prompt that particular sign up to either create an account if they don't have one or if they already have one we would prom them to sign in if they haven't done that yet but as far as this account is uh considered I have already done that that's the reason you will not be able to find that particular prompt so now I have uh to give here is send OTP and the moment I do that uh the email OTP gets sent over here yeah so this is the OTP I just copy paste it over here so yeah so again it comes to the same UI and the work that you saw earlier but now a major change over here you can see is in the signature field so since this has been sent through uh you can see here this document has been sent by an organization that has controls for license enabled so you have to give assigning reason so for example I'll just give this is a sample document and once I click authorized you will be redirected to verify your identity once again and upon doing this and upon successful authentication the uh signature gets appended as you can see here the signature the name email the reason along with the time gets appended and once you're done with this you could click finish and that's it it's as simple as that so now let me show you how it looks on the cender side once this particular document has been you know signed so I go over here so if I view the signed document so you can see the visible signature being appended over here that's one and if I uh go over here and check the activity history so you could see right from the moment when I literally uploaded the document to all the activity that happened with respect you to this particular document so and until the time that this particular document was signed and you could expose this audit if needed as well and you can't edit or delete this activity history with by anyone even if you're the admin so you have a completion certificate over here so once you download this uh you could find details as in you know when was this email what was the authentication method that was used for this particular document and even over here we have a message that states you know this was sent from an account where the controls have been enabled and along with this we even capture the signing reason the authentication type that was used the device with which this was signed so all the details with respect to that particular document gets uh attached over here so this copy goes to the uh sign up by default as well so coming back this is pretty much how Zoho sign will help your particular organization to comply with both 21 CFR part 11 or with the EU anex 11 so here is one of our happy customer who has been using Zohan for his day-to-day activities and you know I'll just give you a couple of minutes to go through what he has to say so yeah and moving forward uh hi Raju yeah so we can give a break here and open up some questions yeah yeah that's what I was about to do the same thing so just leave the floor open for questions so if anyone has anything to ask you know the time so there is one question from Marcus so it would be a game changer OB sign documents would automatically attach to relevant CRM record upon being signed so Raj can you show this I think we have this already so the sign copy is coming back to the lead module itself you have the uh CRM demo uh yeah present I don't have that one it might take some time so we'll just check with Mo bab if you ask one and you know maybe he can show that in a better way sure sure any any uh questions it can be as simple as uh how you can upload your documents to as Biggers complaints so make use of this time you can ask any questions so we have the team members who has built this complaints module so we have Gopi we have moan uh so yeah make use of this time so if you also have any issues with Zoho sign if you are an exting user also yeah you can ask us anything now hey Dean uh if it if you're talking about uh the life science model then yes your recipient needs to have a zor sign account but uh if you're talking about the normal workflow uh in that case your recipients uh may not have an actual Z sign account if they want to sign the document so Raj the Zoho account means they need a subscription is that what you mean yeah but uh it goes on the same way for this as well so if it comes to life s account then yes you need to have a zoo account but if it's a normal workflow where you just collect signatures occasionally from your recipients in that case it's not M that you need to have a Zoho account so anyone else if you have any questions you can ask them now so Raj uh did you got any info from Morgan regarding the CRM question yes yeah uh maros just to answer your question yes you know if you're using Zoho CRM and the document is being uploaded from there yes it would you know uh be uploaded back to the uh CRM record once the document has been SED that's to answer your question okay okay thanks um because um I think the last time we we um we looked into it it wasn't possible so maybe this is an update that is now possible to happen so say for example um I don't know maybe I'm I want to to use a Zoho sign a Zoho forms record maybe then that gets goes across to Zoho sign that's electronically signed and then once it's approved it attaches itself to um I don't know um say the contacts module for example in zo yes you are right Marcos you know uh it's how it's how it is supposed to behave I mean if you have you know faced any issues at the past uh you know apologize for that but you know uh the expected behavior is that you know when you are uh initiating any document from CRM uh from a particular record it gets back to the same record from where it is uploaded once the document has been signed ah okay so is there any information on how I can any any um videos or any information that I could use to set the up you know I'll get in touch with the uh expert you know our team expert on CRM and then uh I'll give you the relevant resources for you to defer okay thank you I would appreciate that that would be a great help for us because we sign a lot of documents via and and if we can verify that um check their the validate the the their system um then and we go ahead using using um Zoho sign that would be of great help for us it would save us a lot of time and I'm sure everyone else on this call a lot of time sure sure you know uh to to answer your question on the validation report yes yes uh you know we do validate our product and generate reports and uh when when it comes to you know as you said they are doing it on a monthly basis but what we do here is when there is a uh any change that we are pushing it to our product we are make sure that it is you know well tested and it is reported I mean know if there are any issues that has been reported and then it is fixed and we'll be generating the validation report and we'll push it to the same uh uh you know space where we are already having our existing uh report and we'll uh let you know about it okay so the so if I if I understand it correctly the validation is only done if there's a significant change to the system otherwise the system is assumed to be working correctly all of the time yes you're right okay you know we do we do have plans on you know uh doing that testing you know periodically and you know I'm not sure about that I'm just you know giving you a a hint that you know it may come uh in a future yeah but what what I'm trying to say is when there is a change that you're going to uh you know do it to our uh you know to our product uh it is sure that we have uh tested everything and the report has been generated okay cool is that is that is that noted on that validation report that you have it will be uploaded to the original report I mean if you have uh got a report from us and you know what we do is we'll attach it to the existing uh folder itself you know generally we do give a what typ folder what we do is we you know we'll uh update it back to that okay thanks we could uh hear a lot of questions from Marcos uh someone was already using uh adob right so any questions from the adob users so yes uh if you are new to Zoho feel free to write to support at Zoho sign.com or to any relevant support team we'll be happy to assist you with all your questions so Raj we can assume no further questions so yeah you can take it yeah thank so so these are a bunch of resources that will help you to for some of the questions that you asked that will help you get things started with our application you could uh we have all the help dogs over there with the necessary uh tutorial videos as well so the second link will take you uh to the help dogs Rel related to the life science controls both 20 fds 21 CFR part 11 and the EU GMP 11 and the third one is uh at the beginning of the session I could see there were a bunch of folks who are using docy sign or adob sign so we have an evaluation page it will help you evaluate better in terms of how we are good than them and if you want a forum by which if you like a personalized one-on-one demo just hit us up at support.com or you could fill up that particular link and we also offer a professional one-on-one training so you could just uh visit that particular site and you could uh submit the form that comes up on that particular web page so if you have any feedback related to this particular session or if you have any queries related to the life science controls in Zoho sign or in zoh sign in common feel free to write to us at support ATZ sign.com but if you're someone from the EU region you could always drop a email to support at uh eu. sign.com so yeah with that uh we have come to the end of this particular session and I hope uh I was able to give a bigger picture and a clear picture on how we as from zo sign could help your particular organization be compliant with the fd21 CFR part 11 or the EU GMP anex 11 so yeah on behalf of the entire panel of Z sign you know a big thanks and that's it from my end thank you Rajiv so I just want to add one last note uh so if you are someone who is new to the E signature space or if you are someone currently using or adob sign or any other services so just check out Zoho sign the app is simple and pretty straightforward so I just give you three reasons to use Zoho sign and then I sign up my uh uh this particular session so zos sign offers you unlimited documents templates and storage followed by it offers you signers ID verification say for example when you send out a document to someone you need to be sure who is signing this document so this is very very important in today's remote and hybrid work environment if you send a document to Maui you need to be sure only Mai has signed this document you can do this in zos sign with Dynamic knowledge based authentication if you are from the United States or if you are someone from the Europe we have other methods or if you are from India we have other based e signing followed by we have blockchain based time stamping and highest level of compliance and legality aspects for all types of document signing across the globe so just go ahead and try out the app at any point if you have any issues or if you have a question right to support at zos sign.com thank you just just before we end the meeting I'll quickly run a poll so please help us with the your answers so till then if you have any questions about Zoho sign in general about its Integrations and if you have any feedbacks on how it can be improved with regards to let's say adob sign or you can please share it here we are open for a discussion so the poll is up and running so if you have anything other than that to share you can also share about your experience about digital signatures what was your experience with let's say other products and why have you decided to choose the H signs anything related to that point we'd be happy to hear what you guys have experienced thanks so I guess we have no questions uh we also uh maintain a chat room uh for the Healthcare Group uh so uh these sessions are limited by time these groups help you to get in touch with uh professionals from your industry Healthcare or Pharma industry so you can have conversations around Zoho there you can get fresh perspectives about how they have set it up for their business and how you can do it as well so if you're not already a part of it just let me know and I'll add you in I'll share my email address here that's my email so if you want to be a part of the Channel please let me know and I'll get you added in and we'll have great discussions there so that would be it for today and thank you guys thank you for joining us I hope you found found this useful uh we'll plan to meet again soon and until then have a great day yeah thank you nen for having us and giving us chance to talk about sign and thank you everyone from Zoho sign for giving the time thank you bye