Best Practices for Building Your e-Signature Workflow

You’ve probably started receiving eSignatures from a plethora of different avenues. It is extremely exciting to do the signing process online, but one big question remains: how valid is the eSignature process?  The simplicity of the process has made it far easier for businesses to get documents signed, but what are the best practices for eSignature workflow? In this article, we will break down everything you need to know about eSignatures. 

What is an electronic signature and how does it work?

An electronic signature or e-signature allows you to sign documents online rather than in person. This is a legal and legitimate alternative to handwriting your signature on hard-copy contracts and is also quick and easy. 

Documents are generated for the client or customer to sign. First, the sender designates signature areas, and then the documents are sent to the signer electronically. The signer opens the documents, reviews them, fills in any required information, and signs them without ever picking up a pen or touching a piece of paper. After signing and accepting, the completed documents are sent back to the owner for review and finalization. 

Benefits of using electronic signatures

You may be hesitant to implement electronic signature, but you should consider this innovative technology’s long-term benefits. 

  • Electronic signatures are easy to use and can improve the experience for your customers and your team. Customers have started to expect to receive electronic documents, making it easier to scan, print, sign, and send back documents all from one platform.
  • Electronic signatures are cost-effective as they allow you to save money on paper, ink, printers, and postage.

Best practices for building your electronic signature workflow

By fully understanding the different types of eSignatures, you can break down the best practices that each presents for your business.

Here are the best practices to follow when building your electronic signature workflow so that you can achieve the best results:

Determine how to document will be accessed

The first thing you need to think about when building your electronic signature workflow is access. Once you have prepared the document to be signed, how will the signers access it? Depending on the specific platform you’re using, you may have several different options. One standard option is to send it via email. Another option involves having the signers log in to the platform website or mobile app to access whatever needs to be signed. Whichever option you choose, make sure that it’s convenient for your signers and encourages them to accept the document as soon as possible.

Authentication

The second thing you need to think about when building your electronic signature workflow is authentication. How will your signers prove their identity when accessing the documents to be signed? For example, you could use email or SMS authentication. You could also require that they use credentials issued to them by your company. At the end of the day, you need to weigh each option’s risks and benefits and choose the one that provides the most security. 

Viewing the Document

The third thing you need to think about when building your electronic signature workflow is presentation. It’s often best to present the documents through a website on a web browser. That way, the signer doesn’t need to download any additional software to access the documents. When you use Revv, signers can also access documents via a smartphone or tablet, so if they need to sign on the go, they can. 

Data capture

The fourth thing you need to think about when building your electronic signature workflow is data capture as it relates to assigning form fields to recipients. This requires adding data fields in the document for signers to input their information. Electronic signature platforms like Revv capture signing data at the time of signing rather than after the document has been signed for the most accurate information. 

Uploading documentation

The fifth thing you need to think about when building your electronic signature workflow is uploading documentation. It may be necessary for your clients to upload additional documents as part of the signing process in some business transactions. These documents should be included with the electronic signatures to keep everything well organized.

Electronic signing

The sixth thing you need to think about when building your electronic signature workflow is the actual electronic signing. As you now know, while this is undoubtedly an important component of the process, more steps are involved. However, it’s essential to get this step right, and there are different ways to go about it. For example, there’s click to sign where you simply click on the signature box, and it generates a signature stamp for you. There’s also a digitized handwritten signature option to draw your signature on your computer with your mouse and insert it into the signature box. Finally, there’s a clickwrap electronic signature option that’s essentially similar to clicking “I agree” when accepting cookies on a website.

Delivery

The seventh and final thing you need to think about when building your electronic signature workflow is delivery. How will you receive the signed documents? Ideally, this will also be done electronically for efficiency purposes. Whether that means the signer emails them back to you or you’re automatically notified of completion by the electronic signature platform, make sure that you get your signed documents back before you move forward. 

Using Revv to build your electronic signature workflow

If you’re looking for a system to help you handle all of this, look no further than Revv. Building an electronic signature workflow may seem like a lot of work at first, but Revv is here to make the process quick and easy for you. 

Revv offers bank-grade electronic signature services that are user-friendly for the sender and the signer. The signer has the ability to either click to sign or draw in their custom signature. Either way, the signature is legally binding and is just as valuable as a handwritten one. 

Both sides are also able to accept or reject documents to help improve efficiency throughout the process. That way, you don’t get to the signing stage thinking that you’re all set to go only to find out that the signer disagrees with a specific clause. 

Revv offers robust security measures like SMS and email authentication to provide twice the protection. That way, not just anyone can sign documents in your place. Suppose you’re looking to add a more personal touch to a largely impersonal process. In that case, Revv also includes video capabilities where you can send and request video content during the signing process. 

The best news is that even with all these features, you’re able to sign up for Revv at no cost. You don’t even have to input credit card information for future billing! The free plan includes the basics that are ideal for smaller businesses. There are also advanced and premium plans available for an extra cost that come with more features and are ideal for medium or large companies. 

Summing it up

Building your electronic signature workflow is easy when you follow the best practices outlined above. Using a credible platform like Revv will also help make the entire process simple from start to finish. At the end of the day, when it comes to electronic signature workflows, you’re going to get out of it what you put in. If you invest time and resources into setting up a solid process that flows well and doesn’t glitch, you’re going to end up with better results than if you were just to throw some documents together and randomly send them out to clients. Working with Revv will help you save time and resources to end up with a flawless electronic signature workflow that allows your business to run smoothly. 

Sources:

Top Ten Ways to Improve a Customer’s Experience | Houston Chronicle

6 Reasons Why Going Paperless Benefits Your Business | Forbes

Electronic Signatures and the Law: What You Need to Know | Business.com

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Diksha

Diksha

Diksha is a Product Expert at Revv. She works with the creative marketing team to come up with new and exciting content for you. When not working, she can be found engrossed in the world of fiction novels while foot-tapping to Coldplay's tunes.

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