A simple way for SharePoint to use digital signatures

Technology has brought great evolution to the business world. While everything is moving from paper to digital, have you dealt with a signature pad?

We know attaching a signature to a document holds a great responsibility to keep it secure.

Do you have a clear picture of digital signatures?

Let us get the best insights into the signature pad in SharePoint.

What is a digital signature?

This is a function similar to digital fingerprints. The digital signs are converted into the form of a coded message to record a document. A signature depends on a universally accepted format, Public Key Infrastructure, to provide enhanced security.

The virtual fingerprint is unique for every person and is used to identify the signers in digital documentation. The electronic signature ensures compliance with legal rules by providing authenticity and validity of the signer’s identity and digital document.

A signature pad will help in identifying the features of the penmanship. It can remember, which helps to recognize the sign. If you plan to boost productivity, it is the best method to replace the signed paper documentation with a streamlined digital signature pad.

How to use signature in SharePoint online?

1.      Adobe Sign Integration

When you deal with Microsoft SharePoint, it provides an integrated solution for sending, tracking, creating, and managing electronic signs. The solution offers various choices:

• Add Adobe Sign in the SharePoint that helps users track and update agreements.
• Share SharePoint list forms or documents for signature
• Ability to send documents to single or multiple users using SharePoint lists and map data in SharePoint.
• Archival of signed documents in the SharePoint platform

Send an agreement and get it signed in the SharePoint environment.

The process goes as below:

• Choose the documents that must be sent by clicking on the check to the left of the document name
• Click on the tab where all of the chosen documents are attached automatically
• Click on Send for Signature

Sending the document from lists:

• No document will be automatically attached. It is dependent on the settings, and you can:
  • Explicitly add a file from SharePoint
  • Attach the documents to the Agreement page
• The returned signed copy will be attached in the PDF instead of delivered in a new folder
  • Until the Admin defines a Document Storage folder in this case, it will be delivered to the specific folder.

Configuring the document:

• Recipients: The people that will sign and approve the agreement
• Message Details: The name and global message related to the agreement
• Options: Additional features relevant to the agreement
• Files: The actual files that are required for signed or approved

2.      DocuSign for SharePoint

This enables businesses of any level to securely sign, track, and send important documents from any SharePoint document library from any place and device. It helps boost efficiency by reducing manual tasks and accelerating business processes.

Some key features of this tool are:

• Send a document out to sign from the DocuSign tab in the document library
• Electronically sign the documents stored in Microsoft SharePoint online
• DocuSign is designed to work for business documents and Enterprise subscription plans
• Track the status of the files during the complete visibility of the progress
• Store the files in a central location, and this increases the accessibility and management of the data

What are the advantages of having a digital signature in SharePoint?

Many corporates and executives have caught attention to putting an electronic fingerprint in the documents for validation. Let us look at them:

• Save Time: People do not have to wait for higher authorities to be present to sign a document. A digital signature padensures that business has time and saves money invested in documents as it is done on a click of a button. Be it a phone, computer, or tablet, and digital signs can ensure to wrap tedious tasks in a few minutes.
• Efficiency: The fewer delays in the digital signature better efficiency in the business. Managing and tracking the documents are made effortless and easier. Email notifications will help the user sign and follow the document’s status.
• Security: When you have to deal with authenticity and safety, it should be prioritized. The digital signature reduces the risk of alteration or duplication in the document itself. They ensure that everything is legitimate, authentic, and verified. Users can also ensure that signers can provide PINs, codes, and passwords to authenticate, approve, sign, and verify the identity.
• Cost-Effective: Many businesses have seen significant features with little or no expenses in the paper, printing, shipping, ink, or travel. It is an effective manner to get documents signed without compromising on any irrelevant resources.
• Customer Experience: The convenience of signing the documents where each customer or person can sign the documents with the right permissions. Users have the freedom to be anywhere and still engage with documents using their devices to make it easier, user-friendly, and quicker.
• Legal Validation: It provides authenticity to ensure the signature is verified with the help of time stamping and the capability to track and improve document compliance.

What is the process of sending a digital signature pad?

• In the application or document, the sender will be choosing the file that must be signed
• The sender calculates the file content and creates an encrypted value with a private key
• The receiver will get the original file and the digital signature
• Now the receiver opens the document, which will be recognized as the digitally signed file
• The sign will be decrypted in the device of the receiver using a public key

The Key Takeaway!

The great platform support in SharePoint makes accessing the signature padefficient and effortless. The technology brings a digital and mobile methodology to avoid paper documents. The method used to sign documents is clear and overwhelming to skip the traditional methods.