Request electronic signatures - obtain multiple digital signatures via email (internal & external)

It's time! It's time to adapt business processes in order to work more effectively and at the same time more securely. Better digital workflows are helping in the business world. There are an increasing number of platforms and solutions that can help with everything from absolute standard processes to niche specialized applications. One of these standard processes that can be significantly improved thanks to digital solutions is the collection of signatures.

In this article we explain what a digital "signature workflow" is and how you yourself, your company or your network will be helped if you rely on meaningful digitization.

Analog versus digital. How to obtain signatures.

Of course, there is the "old-school" variant: Signing with pen on paper. That doesn't cost much either - especially if you're the person signing - and sometimes seems "fancier" or even more formal. Especially when combined with a real meeting. The handwritten signature is legally valid anyway.

A second look reveals the "rat's tail": a very complex, laborious and resource-intensive process (printing, scanning, franking, mailing, waiting for the return, etc.). This also means: media breaks that dilute the evidential valueand last but not least: Obtaining or waiting for a signed and returned contract is very time-consuming.

The alternative is the digital or electronic signature:
Technically, this is a cryptographic method based on asymmetric encryption algorithms. This makes it possible to verify the authenticity of the document and the identity of the signer. Learn more. What is technically complex and highly secure in the background is hidden in the foreground by an easy-to-use user interface. In the end, legally valid digital signing is as easy as making an online bank transfer.

The difference between a legally valid e-signature and a worthless caption.

In fact, it has not yet been widely accepted in the business world that issuing and obtaining digital signatures must comply with strict guidelines. This is because the highest level of security, as precisely regulated in the eIDAS Regulation, is not provided by countless web tools.

Image signatures pose a major problem. A digital image of one's own signature is not a valid digital signature and does not comply with any standard. There is no way to verify the identity of the signer or ensure the integrity (document has not been tampered with) of the document. A picture signature can be easily manipulated.

It is different with the advanced or qualified electronic signature. These two e-signature standards guarantee very high security for all parties involved in the signature process. Many vendors, especially European ones, have focused on these two standards.
Learn more

But how can you find out or check which standard a digital signature obtained complies with or whether a signature has even been tampered with?

In the case of a simple electronic signature or image caption, it is not possible to detect any manipulation.
In short, only a signature that can be verified by a publicly approved verification service can be classified as legally compliant. Platforms such as sproof sign specialize in both the creation of signatures to the highest standard and the integrated verification of any document.

In the case of a simple electronic signature or image caption, it is not possible to detect any manipulation.
In short, only a signature that can be verified by a publicly approved verification service can be classified as legally compliant. Platforms such as sproof sign specialize in both: the creation of signatures to the highest standard and the integrated verification of any document.

The power of workflow: Obtain external digital signatures in just 5 steps

1) Add business contacts
Of course! If I want to release a document for signature, the first step is to know the contact data. In most cases, signature requests are handled via the mail address, since the mail address already provides a good basis for authenticating the other party. In the case of the advanced electronic signature (AES), proof of identity is directly linked to the personal mail address. Accordingly, the counterpart issues a digital signature with the same mail address that was used for the signature request.

One advantage of an e-signature platform, right from the start of the signature request, is the simple management of contact data. As a rule, frequently used contacts are automatically suggested during collection processes, and all contact data is automatically entered in a simplified contact management system where it can be viewed and edited.