learn all about electronic signatures and how to create an electronic signature workflow.

Creating an Electronic Signature Workflow

To achieve maximum productivity in today’s business world, creating a comprehensive workflow that utilizes electronic signature is vital. This is why, to keep up with the changing times, it is important to find the right kind of automation tools that can handle all of your documentation needs in an efficient manner.

What is an electronic signature?

An electronic signature, also known as an e-signature, is a legal way to sign documents virtually. This process has streamlined  signing documents with better ease of access as compared to the  regular printed document signing.  

All you have to do is type in or draw your name depending on the type of eSignature software you use, before clicking on a pre-placed signature box. After you have filled in certain fields manually, your eSignature will be valid. Most eSignature software will log in this information (including the date, time, and location of the signatures) to maintain the digital identity of the signatories. 

In a way, electronic signatures are actually more secure than traditional hand-written signatures. Since the time, date, and location are recorded in the electronic signature certificate, it can often be used to prove your identity. This is something similar to other verification methods such as dual-factor authentication or reCAPTCHa. All these methods prevent fraud and also help protect your identity and information. 

What you need to know about electronic signatures?

The biggest question that people have about electronic signatures relates to legality and legitimacy. After all, how could simply typing something into a computer be equal to your handwritten signature that’s nearly impossible to duplicate? Questions about the legality and legitimacy of electronic signatures are often based on the misconception that electronic signatures are a new concept. 

Electronic signatures have been legally binding in the United States for more than two decades due to the Electronic Signatures in Global and National Commerce Act of 2000. So no matter where you do business, whether at home or abroad, electronic signatures are a legitimate method that you can use to make signing and sending documents to the U.S. faster and easier than ever before. 

Electronic signatures are also more than just typing your name into a random box. Instead, to be considered legally binding by the E-Sign Act, the signature needs to meet set requirements. For example, the sender must make the signer aware that they will electronically sign documents and obtain their consent to do so. The signer also needs to be informed about any particular software that might be required to access and properly sign the documents. Finally, senders must maintain appropriate records of these electronically signed documents. 

The last thing you need to know about electronic signatures is that they are secure. The best electronic signature platforms include multiple layers of protection. For example, some require dual-factor authentication to verify your identity and prevent fraudulent signatures. Most electronic signature platforms encrypt their data to protect it from potential breaches

Overall, electronic signatures are a safe, secure, and legal alternative to signing documents in the 21st century. 

How to create an electronic signature workflow?

Creating an electronic signature workflow is essential if you want a stress-free and hassle-free way to send and receive documents. Here are the steps you need to follow to create an electronic signature workflow that will work for your business:

  1. Establish access by choosing your electronic signature platform. Some platforms allow the signer access through their website or a mobile app, but apps are often glitchy. Others can send/provide a link or an attachment in an email. 
  2. Establish authentication by setting up security measures to verify the signer’s identity. This step is especially important if you’re dealing with a first-time signer. Some platforms allow you to issue unique login credentials to signers. Others, like Revv, also offer two-factor authentication that requires signers to authenticate identity through their cell phone number and their email account in order to access and sign the documents. 
  3. Capture the data within your electronic signature forms by inputting fillable text boxes and electronic signature fields where the signer can fill in their information and sign. 
  4. Provide the option to upload or include additional documentation that may be required as a part of your business dealings. Including everything in one place makes it easier for the signer and the sender. 
  5. Choose your electronic signature options. Click to sign involves simply clicking on the signature box and allowing the platform to generate a signature and a timestamp for you automatically. Digitized handwritten signatures can be created by the signer using their computer’s mousepad. Clickwrap signatures are still legally valid and are essentially what you do when you’re agreeing to cookies on a website, downloading an app, etc. 
  6. Determine your delivery and finalization methods. Will the signer have to send the signed document back to you manually, or will it automatically be sent by the platform? In order to maximize your workflow efficiency, go with a platform that automatically sends back completed documents and notifies the sender of completion. 

Tools you can use to automate your electronic signature workflow

While it may be possible to create an electronic signature workflow without using a specialized tool, if you’re looking to make the entire process as seamless and efficient as possible, you’re going to want to use a specialized tool like Revv. 

When it comes to choosing an electronic signature tool, you should focus on a few different things. The first thing to focus on is the ease of use. Your customers and team members alike should be able to figure out how to use the platform with little knowledge, training, or assistance. 

If there are any issues, ensure that the platform comes with excellent customer service. Revv offers 24/7 customer service via live chat and email assistance. Revv also has how-to help guides along with videos, so that you can get the most of your electronic signature platform.  

The third and final thing you need to look for in an electronic signature platform is security. Your customers are trusting you with their information, so you need to do everything you can to make sure it’s secure. Revv uses multiple levels of encryption to ensure that your customers’ personal information is protected. 

Revv can revolutionize how you send and sign documents

Revv is a fantastic choice to automate your electronic signature platform, but it does so much more than that! In fact, electronic signatures are just one facet of this platform that you can take advantage of to organize better and manage your business

Revv allows you to build professional documents for your business quickly and easily through its innovative technology. You can instantly build documents or convert them into effective forms that you can use to improve your business’s daily operations. In addition to these capabilities, Revv also has more than 1000 ready-to-use business templates, including proposals, contracts, quotes, agreements, and more. 

All this, combined with the ability to send and sign documents electronically using different devices, makes Revv one of the best workflow automation programs out there. But what makes it even better is the cost. Revv has a basic free plan that doesn’t even require a credit card. However, if you’re looking to get the most value with the best features, Revv offers advanced and premium plans that cost as little as $15 a month and $49 a month, respectively. 

Wrap up

If you’re looking to create an electronic signature workflow to make sending, signing, and receiving documents easy, Revv is the tool you need. More than 6000 companies, big and small, trust Revv with their documents and have been able to improve their business processes as a result. If you want to get in on these benefits, reach out today for a free demo to see what Revv can offer. 

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Reet is a product consultant at Revv. She loves listening to stories, exciting experiences and observing people around. She is a gen Z astrophile, whose escape is retro tunes and some stand-up comedy.

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