The electronic signature plays a central role for efficient and safe work processes. It replaces the traditional paper process and at the same time increases the efficiency and safety of document management systems significantly. With SharePoint in particular, companies can optimize their work processes and reduce bureaucratic hurdles by integrating digital signatures. Digital signatures not only ensure time and cost savings, but also greater security, compliance and improved traceability- decisive advantages in the modern business world. In this article we take a look at how Sharepoint Esignature helps to effectively use these advantages.
Table of contents
Types of electronic signatures
Simple signature
The simple signature is the basic form of the electronic signature and is used in many everyday business processes due to their simple handlingsuch as with emails or inserting a scanned signature in documents. It enables a quick and uncomplicated signature of documents. Despite its widespread distribution, however, the simple signature only has one limited legal evaluation value. In legal disputes, it is often not considered sufficient to clearly confirm the identity of the signatory. For this reason, the simple signature is particularly suitable for less formal but still necessary business processes.
Advanced signature
Advanced signatures are used if the simple signature does not offer enough security and authenticity. You have one higher legal evaluation value and are used for safety -related applications. In contrast to the simple signature, the advanced signature requires the evidence of the authenticity and unchangeability of the document by the signatory. This is done by digital signatures with additional security mechanisms enables. One example is to sign emails with PGP (Pretty Good Privacy)in which the identity of the sender and the integrity of the content are demonstrated.
Qualified signature
The qualified signature is that The safest form of the electronic signature and replaces the legally required written form. It guarantees the authenticity and unchangeability of a document in court and is used primarily for confidential, legally binding documents. Their creation requires a strict identity examination, mostly through a special card reader, as well as the use of a digital and visual signature. Due to the high security requirements, it is used primarily in electronic legal transactions with courts and official institutions to ensure the legal validity of digital documents.
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Functioning & advantages of SharePoint Esignature
SharePoint Esignature is a function integrated in the Microsoft-365 ecosystem, which enables PDF documents to be easily and quickly provided with an electronic signature. This solution offers companies flexibility, to invite both internal and external recipients to sign documentswhich means that the entire digital business process is significantly simplified.
The The process is efficient and user -friendly: A signature requirement is made when sending, the document is sent to the receiving person who checks it and signed after the review. The signed document is then sent back to the senders. A copy of the signed document is automatically stored at a central location in Sharepoint, so that the entire process is archived safely and comprehensibly. The signature process is considered completed as soon as the document has been saved.
Digital signatures via Adobe Acrobat are currently supported with adobesign and Docusign. Further signature providers will be integrated in the future.
Who can use Sharepoint Esignature?
The functions around SharePoint Esignature are included in the extended range of functions of SharePoint Premium. This Additional package offers valuable featuresthat are not available in the standard offer from SharePoint Online. To use Sharepoint Premium and thus also esignature, the purchase of an additional license is required. In addition, SharePoint Esignature is offered as a pay-as-you-go service. With this model, each signature process is billed separately.
Since SharePoint Esignature is an integrated function of Microsoft 365, it is assumed that the documents to be signed are stored in SharePoint. Here it is advisable to use project rooms in SharePoint, for example, in which the documents for the signature are stored.
Application examples for SharePoint Esignature
SharePoint Esignature is ideal for the onboarding process by offering a quick and uncomplicated way to digitally sign documents and running slips. This efficient solution makes the entire process easier and saves valuable time. SharePoint Esignature also offers an effective way to sign documents quickly in the sales process, which means that the sales process is optimized as a whole.
In addition, SharePoint Esignature can be used in all processes in which contracts, agreements or invoices have to be signed digitally – and that Without the need for a media break. Due to the seamless digital signature, companies can make their processes considerably more efficient, simplify the administration and optimize the entire workflow.
Conclusion
The integration of SharePoint Esignature into digital business life offers numerous advantages: from time and cost savings to greater security and improved trialability of documents. By using electronic signatures, be it in the form of a simple, advanced or qualified signature, companies can make their work processes more efficient and reduce bureaucratic hurdles. SharePoint Esignature enables quick and easy signature of documents. Application examples such as onboarding or the sales process show how This solution can be used in many waysto sign documents and optimize work processes. With the progressive integration of further signature providers, SharePoint Esignature will be even more flexible and versatile in the future, so that companies can benefit from an even more comprehensive digital signature solution.
Workplace Solutions mit CONET
Good cooperation is an important factor for company success both within the company and across corporate borders. We support you in finding the right solutions for you, your employees and external users such as customers and partners. For example, this can be an introduction of Microsoft Teams as the standard tool for communication and cooperation.
To our services
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Niclas Neßhöver works as a development in the team workplace solutions on the development of solutions for Microsoft 365.
Source: https://www.conet.de/blog/dokumentenprozesse-mit-sharepoint-esignature-optimieren/
