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E signature software development progress report

welcome to our webinar ecig matures in an ever-changing world my name is Nicole shmita I'm the marketing specialist here at DocuWare and I'll be moderating today's session the webinar today will be presented by rich Moss Regional Sales Director and document management expert here at DocuWare we also have danielle translator vp of sales from validated ID on the line who will be available to answer questions during the Q&A the webinar is being recorded and will email to you as soon as it's ready along with a copy of the slides on the right you'll see today's agenda for the first few minutes we'll go over what our electronic signatures and its use cases and how Dockyard can equip you with a secure a signature process then we'll go right into a live demo and open it up for Q&A at the end before we begin Daniel please introduce yourself and say a few words joining us as Nicole said my name is Daniel transferred there I'm the VP sales evaluate ID and you'll see today our solution integrate with dr. Waring we're thank you rich and Nicole for inviting us were very happy great Thank You Daniel thank you again everyone for joining us today and I'll pass it off to rich [Music] thanks Nicole and good afternoon everyone and thanks very much for joining us today as Nicole said my name is rich moss and I am Regional Sales Director for the New York metro area your DocuWare I thought today it was to start today with this quote thought it was appropriate given the events of the last few months and I hope everyone that's on the call is safe and healthy and has been minimally impacted both personally and professionally along with the taxes and public speaking changes one of those things that people really are very comfortable with and change was really thrust upon us very quickly over the last couple of months and I think it's safe to say that some of the things we're currently experiencing will become commonplace in our work lives primarily people working from home which brings us to our topic today so our focus is electronic signatures and what you'll see is how we can do that with DocuWare and a digital signing Authority and that's validated ID but first we need to learn a little bit about electronic signatures an electronic signature is a legal concept and what that does is it allows you to have a lasting record of a signers intent to do business with you as either a company or a candidate that's intent on accepting a job offer so the digital signature is the encryption technology used inside the application to go out and collect the signature the e-signature allows your business to securely send and manage document based transactions while ensuring customers can quickly and easily sign the documents and this can be done from anywhere anytime and on any device the associate for information and image management or otherwise known as aim I did a poll of customers that are currently using electronic signatures and of course I'm not going to read the whole slide to you but a couple of things I think that are important to consider 84% consider authorization through signatures as an essential or very important part of their business 30% of the processes are delayed on average one week so think about that when you're trying to get a contract contract signed or you try to get a sales order through and and it's being delayed because of that and approximately 50% of your printed documents are only being printed or the reason of being signed we can get rid of that streamline those processes get rid of that waste aside from the reasons I just mentioned and what you can see on the screen I'm sure you can think of other examples in your business where you might be able to utilize this some of the use cases that we can look at and I'm sure as you go through this today you'll think of other areas where this would work for you in your particular business but what we see is a lot of e-signature use in sales such as sales contracts that need to be signed off by customers in partner and client relationships where when that's an agreement or annual certifications that need to be signed we see this also in human resources with employee onboarding or documents throughout the year that employees need to signed and also in the retail banking world where we have a form to issue a new credit card or a form to update and address there was still a tremendous amount of organizations out there that still have that that paper PDF form that customers have to sign off on and then you have to have some two or three step review process to make sure that the data is that was that was given was transposed correctly when it was typed to update the information for example today we're going to take you through a quick contract signing process some of the other areas where we see a signatures being used could be a mortgage application or a mortgage loan in insurance for sign off on an Insurance declaration and also within manufacturing in the quality assurance process and obviously in the healthcare patient registration service authorization and so on so DocuWare and validated ID can be combined together to help make the processes you're currently working with much easier by taking the signing process on the certificate the digital certificate and building it into a workflow and what it does is it gives DocuWare a sort of monitoring ability with the advantage of retrieving that signature and bringing it back into DocuWare and continuing the process and as you'll notice on the workflow layout that you see here on the screen we can we can put this at any point during the process and you'll see that today so who's the outdated ID so validated ID is a standalone Microsoft as your hosted service and what they do is they they connect two DocuWare and they allow DocuWare to automatically pass the document that was going to be signed to validate an ID and then bring that side document back into DocuWare and incidentally validated ID is very similar to DocuSign which you've all heard so with the validated ID with the validated ID integration it's a doctor where at any step during the process we can send the document along for a signature validated ID then applies its rules and if the signature is complete it'll pass the document back to DocuWare allowing the workflow to continue it's also worth noting that the signature can be fixed or dynamic depending on how you want to set that up under a little bit more about the laws governing East signatures in the US there's a couple of things to take into consideration one is called the uniform electronic transaction Act and the other is the electronic signatures in global and national commerce act and what these what these laws highlight is a digital signature is only valid if the signer intends to sign the document and there's no possibility of forgery to meet the requirements the system that's being used to capture the e transaction must either keep an Associated record that details how the signature was captured or make a textual or graphic statement that can be added to the side record both parties must either express or implied consent to do business electronically and most East signature software's will prompt the user to confirm their consent before they sign and this acts as a standard consent Clause it also states that electronically signed documents are only valid if they are capable of being retained and are available for later reference by old parties involved in the contract and lastly just like a paper document records have that have been assigned need to be kept secure tampering alteration and unintentional unintentional loss of data so we've just touched a little bit on East signatures and let's talk a little bit about the three different types that are available through DocuWare and validated ID so first is a remote signature which I'll be showing you that today with a remote signature you'll be able to capture a signature from any device like a mobile phone a tablet and of course your laptop and this is done through a two-factor authentication where the document would be sent to a signers email address the signer then receives a code via text and that allows decided to access the document and apply a signature a second type is what we call a biometric signature it's a process that's used in face to face situations like a new account opening in a bank where a signature it's applied to a signature pad what I've got we're not going to show that today obviously because we're really focused on our current at home working conditions and lastly as a stamp and the stamp method is just a method of applying a signature we have that built right into DocuWare where you'll be able to apply that stamp so what we're going to do now is we're going to move over to our presentation so what you're looking at on the screen right now is the DocuWare user interface so for those of you on the poll who are not familiar with DocuWare we are a 30 year old software company started in 1988 in Cameron Germany our corporate European corporate headquarters is still in Cameron which is just outside of Munich and our North American headquarters is just north of Manhattan in New Windsor when we talk about document management we're talking about all the paper and files that are in your office they could be in file cabinets they could be on thumb drives they can be on hard drives they could be on your laptop and the problem with that is that information is all despaired it's all in different locations and what a document management system will do what DocuWare does is bring all of that information together in a single repository and mate's makes that accessible to everybody within the organization and documents available to you as both as a cloud solution as and an on-premise on-premise is simply installed in your environment on your servers and cloud is a subscription-based license and it's cloud based so either one that you choose you still have the same user interface which is what we're looking at right now so here on the right hand side is our viewer window so when we open up a document it's nice and big here in this window so if we double click on this document you'll see how that opens up nicely on the left-hand side this is where we interact with our documents so when we are working with DocuWare we bring our documents in to always our document tray the document tray is like an inn basket on your desk it's the beginning of the process for your documents and the way we bring documents in are we can scan with a desktop scanner a multifunction printer we can do a drag-and-drop right off of our desk desktop right into the system I can do an import from a database so there's multiple ways we'll bring in I can even bring them in through email once they're in the system what we would do is we would want to go and we want to store that document so when I hit my store button here what you're seeing are all individual filing cabinets so with DocuWare you'll be able to have as many filing cabinets as you need and they're all going to be named individually and the way that the permissions work is we would create a group permission so for instance if you were working in finance only the folks that were working in the finance group would have access to that finance filing cabinet and they wouldn't see any other filing cabinets that they don't have access to once in a filing cabinet we can give individual permissions to each person that's a part of that group so these are the levels of security that are that come with DocuWare we can also go down to the document level and set permissions on the document level some of the other things that are available to you we have our tool bar here and with our tool bar we're able to email from here we'll be able to print change the orientation of the document we're able to change the size of the document I can annotate the document if I wanted to put a message on top of the document I can do that I can point information out to people on that particular document I can highlight information on my document and I can actually redact information on the document as well so what we're doing here is we are just putting a layer on top of this document we are not changing this at all we are just adding this layer on to the document I can actually turn around and email this document out with or without annotations in a PDF format didn't want to go I just want to give you a high-level view of what the docq where user interface looks like and what we're going to do is we are going to start our process for East signature so what we're looking at here is a doc you wear electronic form so this was created inside of DocuWare and I took the liberty of filling this out before we started and what you're seeing here are all the different fields that we've created so with this particular form what's going to happen when I submit this this is going to merge with a contract that's in DocuWare and fill out all that repeatable information so you'll see all the different fields here we can create drop-down fields we can create mandatory fields we also have fields that if I if I click here it'll prompt me to do something else and fill out another piece of the form so we can go through the entire process with this form it's all filled filled out and now what I'm going to do is I'm going to submit this so when I submit this what's happening is it's starting a workflow and it will flow back into DocuWare and what it's going to do is it's going to prompt me to sign this document so we go back to our doc you where there's a rented face you'll see we have a task but when I go into my task list it's asking me to sign the contract so all I simply do is double click on that I can open up the document and you'll see that now the form that we filled out is gone but what has happened is all of the information that we filled out on that form is now filled out all the different areas of this particular contract so I know that I need to sign a particular page in this which is going to be page 5 so I'm going to scroll through page 5 obviously I would go through my entire contract making sure that all the information is correct and when I get to page 5 I'm going to digitally stamp this document so you'll see here we have our stamps button now when I grab a stamp it shows myself Stan and I'm gonna go and I'm going to lay that into the area that needs to be signed our stamps also give the ability that this stamp that I'm putting in here is going to kick off a work flow but you can also have a stamp internally just to mark something is paid or just have a digital signature where it's not involved in a work flow so it all depends on what you're going to be doing and what your particular process is so when I put it in the digital stamp what I need to do is I need to put in my password I hit OK and now what's going to happen is this document is going to flow to an email address the email address that I put on that particular form so what we'll do now is we'll move over to our email and we open up our email and you'll say see that it says access to the document so when I open up the validated the email from validated ID it's prompting me to go through and take a look at the signature and I can start the process simply by hitting start what will happen now is it will open up that contract and again as the signer I can go through the contract make sure everything looks good to me and then when I get to the area that I want to sign I simply hit sign so when I click on sign what's going to happen is it's going to generate a code and it's going to be sent to my cell phone and when that code comes in I'll be able to put that in you and here it is for three but we put in our code and now it's bothering me a sign I got a my signing pen I hit finish now this document has been electronically signed once it goes through the process it'll close out and it'll send this back into document our signature is complete and now let's go back into DocuWare and take a look so if i do a search it'll show me the contracts that have been signed so when we go into DocuWare we can open this up here's our contract and we want to scroll down to where it was signed by the signer I'm going to scroll over to page four and it'll show us the signature so I now have the ability if I want to show this to see the validation on it I can actually download this document and what will happen is this will open up as a PDF and if I scroll down to where the signature is and I hover above it click on that it'll show that the signature the signature validation status of this particular document but we'll close this and you also have the ability to have a report generated from validated ID so when we open this up you'll notice that I have two separate documents in here we have the contract but when I move over to the second document you'll see that here is the contract the I'm sorry the report that has been created from validated ID showing that the document has been signed that's two page document so this would be automatically attached to to the document that was signed so that is the the process that we wanted to show it to you today so I'm going to open it back up to Nicole for questions great thanks rich thanks for that demo so what you saw today was introductory on electronic signatures if you would like to see more in-depth features regarding Dekker in general or how to implement an electronic signatures into your process we definitely want to hear from you you can request a personalized demo you can email us anytime at the address on the screen contact us at DocuWare comm or if you're working with an authorized a great partner definitely reach out to them to get started and just want to remind everyone we also have Danielle on the line from validated ID he'll be helping answering some of your questions today so with that let's take a look at the first question and also Daniel you can unmute yourself now so the first question is our multiple signatures allowed so it's a it's Thank You Nicole further question so in that sense the answer is yes you can add multiple signers who can sign the document that's something that we definitely support you can put about a signers we have tested with about 80 signer so yes and so as you can have multiple signatures in the document great thank you next to touch on that real quick Nicole also from a Stamper perspective with DocuWare multiple stamp signatures can be applied to a document through a workflow throughout inside of DocuWare as well got it next question is to people ask some more questions are these options available to on-premise installations cloud-based or both each or do you want me to answer so so the solution the connector is create has been created by DocuWare and each supports both the on-premise and the cloud solution with the cloud solution it's free of charge with the on premise solution it has an extra charge but it's offered for both loud and on-premise solutions got it a few people asked for pricing on this solution we can follow up with you guys definitely after this call to put you in touch with the right person regarding that next question is can you can a user use a topaz tio pas signature pad connected to the computer yes so the the topic of the towpath and these kind of solutions is that they are per if aerials and they are quite difficult to support you need to have drivers and things like that what rich was saying is we have also the biometric signature and instead of topaz devices we use travel it's Android Windows iOS Chromebooks which makes significant a support of the solution so the answer will be no we do not support to pass or Wacom devices because there more complex we prefer to use biometric tablets that can capture the same biometric data and you can use them for other purposes as well without the need of drivers and things like that so we have a solution that is exactly the same idea significantly more secure significantly more easy to maintain so please contact your doctor or partner who will be able to to show you an integration also with this kind of solution as I said with iOS android and windows and even crumble devices yes and also just to remind everyone we are recording this in case anyone needed to hop off the line we do have a lot we do have a good amount of questions here the next question is can dagger be easily integrated with other signature softwares is it possible to do remote signing and doctor without a third party signature software rich do you want to take down the ko could you could you read that question again I just want to make sure I have that clear yeah it's a two-part question the first one is can you showed the validated ID signer is there other signature software available to be integrated and then they also asked do you suggest on how remote signing can be done in Doc where without a third party e-signature software if that's possible so as far as other signature companies we are currently looking at DocuSign so we're working on that so it would be dr. sign and validated I validate an idea of the two companies that we're currently working with as far as signing without a third party yeah for an electronic signature you're going to you're going to need that third party so you know internally in in DocuWare your stamps would be would be the the one way to go as far as signing off on a document but outside of that sending that to someone else you know what that person would have to do if they're using a different key signature company they would have to sign that and then it would be emailed email back to DocuWare I'd like to dig into that one a little bit more so we can you know whoever that's asking that question we can definitely reach out to you and have a deeper conversation on that yep definitely next question is the PDF viewer a part of DocuWare or does the signer need the application on their device so you need the application on the device but it can be any any PDF viewer it doesn't need to be any specific to be able to see it we do recommend Adobe Reader and similarly because they know how to treat very well the signature topic but it can be any Adobe any PDF reader can basically do their job so no specific needs for anything in that sense yeah and when documents are stored into DocuWare they are stored as as PDFs so so you would want to have some kind of a PDF reader to be able to access that got it right we have a few more questions here again if we don't get to answer your questions we'll definitely follow up after the webinar so just a few more questions if a client must sign a proof of delivery where will they register as an Eman SMS has to be produced could you repeat the question maybe if a client must sign a proof of delivery where will they register that an SMS has to be produced I believe that's okay so for that scenario I think they biometric signature is the best they face to face and our is the best solution with the tablets actually what we were talking before there's no need for an SMS the SMS is only required for remote signatures if face to face in our you have the person in front of you so there's no need for for this kind of approach and we have a lot of use cases where in delivery and proof of delivery and other processes in face to face scenarios you can use this approach so the tablet will be the right place without the need of having any SMS or any and you need to register the SMS in that sense also alternatively with DocuWare if you have a proof of delivery ticket that's somebody signing into paper with the DocuWare paper scan application a photograph can be taken of that particular proof of delivery and automatically uploaded into DocuWare that's one way of doing it and we also can create a form where the signer can actually look at the form on on a tablet or on a phone as Daniel was saying and just sign off with their finger or stylus in a space provided kind of next question can a form be partially completed and forward forwarded for additional information or a signature rich um I think we need to understand a little bit more they talked about forwarding that to a to a signer through validated ID or are they - or are they talking internally if it's if it's something that they just want to be able to send something to someone through validated ID I don't think the entire form would need to be filled out but again that's that's a question I really want to understand what the use case would be for that and why we would be sending a parsley film form out for signature okay yeah we can follow up with that that one was from Scott the next question is it integrated with any certifying entity that's from Roberto so we do work with different certification authorities mostly European ones and we have ability to give you also certificates that can be used for the US and other regions so yeah we are integrated with about 15 different certification authorities and we can help in that process as well through the validating assistance okay we do have a few more questions are you guys good to keep answering there there seems to be a lot of good questions here okay great next question is signature available for workflow users or full user licenses only group's signature signature would be as far as internally with the stamp that would be that's available for workflow users okay next question is this something where we could upload a client's data slash demographic sheet onto an iPad and then the client could then update any of the information this would be at the front desk yes so as we said also before the idea would be the best way to do this is to have a doctor perform where people can add all the information they want to the form once the form is ready then it's sent to our app in the native device and then if the signature can be collected so yeah that would be a good great example of where you can use the solution and integration between us and validated me and Doc your data how do you add the date to the signature so the date of the signature and a time by the way are a time stamps used by the third party this is what we know as a qualified stamp in Europe it's basically a neutral third party it's not our it's not validated ID computer it's not the servers of the ocular it's not the computer of any one of the sites it's a neutral third party who collects the time based on the on the a time zone and basically collects they they a neutral time this is made basically so that if you have signed a document and somebody deletes the signature because you can always delete a signature and react the signature you don't you want to have a neutral party to be able to validate exactly when the time of the seizure was done and that's the reason for this next question how does DAC your handle multiple signatures so we have one final revision at the end so in general this is funny you know we see it in Europe it's a cultural question because most cases there's no really I need to sign multiple times the same document valuate ID signature maintains the integrity of the document from the first signature so there's no really a neat culturally speaking you sign multiple times the document just to keep just to keep the process that somebody won't change the third page for something else so it's mainly a cultural topic in that fans that is that you basically signed once the document and the whole document on a hash label basically it's like the fingerprint of the document what is collected we have the ability to maintain the integrity of the full document so there's really not really a need for signing each page or signing more than once the document in that sense got it next question do you have to send the code via text is email an option so the idea behind the the SMS is a two-factor authentication so email it's not a good option because basically what you're doing is you're using the same the same parameter so there's no a two-factor authentication so you're losing part of the evidences we do support other authentication methods but depending exactly on the customer this is something that you can go deeper and check it out but usually the standard is email and SMS that gives good two-factor authentication specifically for the US for example that you have a lot of information that you can track back in case of repudiation from the mobile provider so it's actually a service is a good is a good traceable process to have validity to be able to validate who is the designer in a remote scenario Karen all right just checking the time if everyone's good for five more minutes then well then everyone can head off just want to know that this is being recorded so if you're interested in hearing all the questions as well that will be included in the recording that I will email out to you no later than tomorrow morning next question is can you sequence the signature flow meaning it has to be signed in a particular order yes of course so so the idea here is that you can you can create in a document form in a doctor where workflow who needs to sign where they need to sign when they need to sign so everything is managed by doctor and this is one of the good ideas and one of the important aspects of the integration is that we basically manage the signature piece but the whole workflow process logic around it where to sign etc is managed by the doctor where workflow so you don't need to learn any other solution or learn how to the workflows in other solutions everything is inside Doc you were in that sense rich did you want to add something no actually he basically what I was going to talk about was the workflow within not DocuWare so what Daniel took care of that Thank You Daniel all right great next question does the doc does the document have to be a DocuWare form rich know the the DocuWare form that I filled out at the beginning that was just showcasing what our eave forms can do as far as filling out that form and then populating other documents but whatever document that you have that's inside of DocuWare whether it's a contract it could be a word document a PDF or what have you you that can be sent out for you know through through the process or electronic signature next question is can you create a signing order for instance have mrs. first and then mr. second yeah I think that was very similar to the previous question which means that yes you can describe who needs to sign when and where in a specific order etc so this is part of the integration and how it works through a doc work for a workflow got it I see is there a charge per SMS code sent so again we said that we're not going to dip into the into the pricing and your DocuWare partner or lock your team member can help you but now it's it's very accessible the signature model and there's no prices one price includes the whole solution and again please contact your doctor or partner or your doctoral team to be able to to get prices and a little bit more information about the solution got it definitely and then someone's asking what is the difference again between the remote sign or a stamp so the remote signature is when is actually sent through through validated ID to an email address and then that tooth that two-factor authentication kicks in where somebody opens up an email they open a validated ID they access the document and then they're prompted for a code that will be sent to them where they can access the document and sign the document whereas a stamp is simply a stamp where we would do a bitmap of a person's signature and pour that into DocuWare and create a stamp for that where you could stamp any document any document within DocuWare as long as you have that stamping Authority and as I had pointed out earlier the stamp that I created for the presentation actually was connected to a workflow and it kicked off this whole workflow or the electronic signature but with our stamps it doesn't necessarily have to kick off a kick off a workflow if you're a person that has to approve things that have been paid and you have a stamp with your signature on if it just says paid that'll work as well that'll work the same way it's just not attached to a workflow maybe just add one more press about it the big difference between the stamp and the signatures that validate I do do a signature the you're seeing here this time is basically that the signatures that are done with our solution they keep the identity of the signer the integrity of the document intent of the signer the three eyes in that sense to be able to have this trust ability the staff of the curious which were saying is basically the image of the signature well as you saw when rich clicked on the signature you could see that the document has not been changed since the moment that the finger was applied and that they validate ideally of the identity of the person has is valid so this has an upper layer of security in the process all right looks like we just have three questions left and then we'll wrap it up our signatures required to have a password no edge of this amazing decision sorry yeah well as far as as far as in DocuWare if you it's it's it's up to your whatever your process is so if you want to have a if you want to have a password necessary to apply a signature you can absolutely do it and then as Daniel was starting to say it's the two-factor authentication is that is that the direction you were going Daniel yeah the two factors the indication is basically to have the second factor to validate who signed the document but for example in the biometric and when you're signing in face to face scenarios there's no password because you're seeing the person in front of you so you're giving them the tablet signed or so there's no need for or anything like that got it second to last question is electronic notary and option so this is a good question we are not an electronic notary in that sense but if you have we do have already customers in the u.s. using our platform value at a deeper out front with Doc you were to be in notaries so that's that's the answer basically we we're not any notary ourself it needs to be used with a minute rate that can use our solution to be an another all right in this last question for today this is a great solution in Latin America countries the entities that validate signatures are public can we integrate the workflow for these entities in addition to validated ID so the answer is yes and no yes in most cases we know how to work with this for this kind of process the main important piece of the puzzle is that we need PF x or p12 certificates and is something that most of these certification authorities can give you once is in our software the certificate we can upload it and then you can use it it's one of the solutions we didn't see exactly the solution this is this centralized solution but again contact your DocuWare partner or the doctoral team and they can help help you reach us and we can do a demo and show you this this kind of approaches well when you need these kind of processes great all right looks like all the questions we have if we weren't able to answer your question or if you need more information don't hesitate to reach out to us or your document partner at any time be it today tomorrow next week we're here to help you all right with that I will be emailing you the recording and slides tomorrow morning thank you again rich and Daniel for the demos and your insight and answers to all these questions I hope everyone has a great rest of your day thank you and take care thank you everyone you you