The electronic signature has become an essential tool for many companies that want to boost their business having agile and efficient processes, although it is not always known how to digitally sign or its implications. In this post we tell you how a document is digitally signed step by step, what you must consider in an electronic signature process and what type of documents can be signed.
How to digitally sign a document step by step
All businesses need a digital signature to approve a document for example, a service agreement or an employment contract. In such cases the electronic signature works as follows:
Draw up the contract to sign and convert it to PDF format.
- The document is sent through the Click & Sign platform that can be integrated into your CRM, ERP, or mobile application thanks to our free API.
- Add the recipient/s of the contract, write the text of the email and of the signature page, attach the PDF contract and send it.
- The recipient receives a registered email with a link to the web page to sign the contract. The email will attach a Document.
- The recipient reads the PDF document and clicks to sign or inserts a handwritten signature, according to your preferences.
- Get notifications on the status to know if the document has been sent, received, the recipient(s) have accessed it and if they have signed it. – You can also select whether to send a copy of the contract with a signature mark once the process is finished or if you would like to receive the documentary evidence by email.
What is the most important thing when signing contracts with electronic signature?
For the electronic signature of a contract to be valid and enforceable, it must:
- Ensure that the signatory is unequivocally identified.
- Check the integrity of the document that was signed.
- Ensure that a document or message has actually been signed by the person who claims to have signed.
For this end, it must be provided by the electronic signature provider:
Advanced electronic signature must meet the specific requirements of article 26 of eIDAS Regulation:
- It is uniquely linked to the signatory.
- It is capable of identifying the signatory.
- It is created using electronic signature creation data that the signatory can, with a high level of confidence, use under his sole control; and,
- It is linked to the data signed therewith in such a way that any subsequent change in the data is detectable.
– A documentary evidence. It is a PDF document that includes all the electronic evidence that has been generated during the signature process, namely:
- Data from Registered emails o Registered SMS sent and received: email addresses, content, mobile number, IPs used, dates and times of communications, etc.
- Signed documents.
- Technical attachments.
- OTP (One Time Password), Click& Sign or biometric signature.
- Attachments.
The document will be digitally signed and time-stamped by a Certification Authority, thus ensuring the integrity of the content and that it has not been tampered.
In addition to the above, the documents that are uploaded to the cloud (contracts, letters, authorizations, etc.) will be kept for five years.
What documents can be signed with an advanced electronic signature?
The advanced electronic signature, being a signature that provides more security than the simple electronic signature, is used to sign documents that need a higher level of security, for example:
- Contracts (mortgages, pension plans, sales, leases, contracts for the provision of services, etc.).
- Labour documents such as employment contracts, registrations and cancellations, authorizations, dismissal or reprimand letters or confidentiality agreements, among others.
- Check-in at hotels and border procedures.
- Supply contracts such as water, electricity, internet or mobile.
In short, now that you are clear about how to sign digitally, you will realize that you can use the electronic signature in many documents of the day to day in the company, so that all processes will be faster and the satisfaction of your customers will increase, as well as the profitability of the business.