Regardless of what your market is, one point is certain: it is changing faster than in previous decades. Therefore, in order to serve you well, it is essential to have the right tools and that includes one dedicated to electronic signatures. This raises a question: what to do when your management software is from a different manufacturer, but you want to use both in one place? For this purpose the electronic signature API.
If you have questions about how to do this or even if you have no idea what an API is and how important it is for your business management, stay with us and follow this content until the end!
What is an API?
API is the acronym for Application Programming Interface, that is, “Application Programming Interface” and refers to a series of patterns and functions put together by a program that makes them available for use by applications that do not intend to join the software, but purely use its functionality.
Let's see an example to make the understanding clearer: João uses a software for issuing invoices in his company and sees the need to implement a ERP to manage the entire business.
The reason why João looked for an ERP is precisely to unite all the tasks in a channel so that everything is done within a single tool. However, he doesn't want to give up the software that generates invoices because the solution serves him very well. How to solve this situation?
The solution is precisely the API. More specifically, if the systems have an open API, it is possible for them to talk in a single channel, making life easier for the end user, which, in this case, could be you.
What is the difference between open API and closed API?
We call an open API the one that is available to developers. External so that they can embed them in other programs that need to use their functions.
It is worth mentioning that an open API does not mean that it is free of authentication or costs. A company can create an open API that is allowed to be used for free or paid.
Moreover, when the API is closed, it becomes accessible only to the systems of the company that created it. Therefore, if you are interested in attaching it to one of the systems you use in your management, this will not be possible.
What is the importance of the API in the digital management of a company?
When a company is opened, it is based on the mission, vision and values which, in turn, are built from the business objective.
Therefore, it must be taken into account in all actions that your employees take. If the company aims to become the largest in its area of activity, for example, this needs to be clear in all departments: administration, finance, marketing, commercial and the like.
For each of them to be able to perform the work efficiently, it is necessary that they have programs that fulfill all the necessary functions. For this reason, the decision making when hiring software needs to be very thorough.
At this point, it's wise to remember that the tools you choose don't have to be the most popular, as it doesn't matter. What really needs to be taken into account is how they are going to solve the problem you have.. So when talking to a representative of the company that develops the software, make it clear what your company's biggest bottlenecks are right now.
If you already use programs that fulfill specific functions, make that clear too, as this is a kick-off to talk about API and its applicability. If the solution has an open API, the possibility of integrating it with the programs you use is greater. But in case the API is closed, don't worry.
Assuming that companies, by default, use certain programs within their market niche, it is common for some developers to already integrate with them in order to better serve their customers.
Eg accounting offices commonly use solutions such as najason ou Blue bill so that others responsible for other systems consider integrating them.
In marketing software this is quite common, let's see a real example. THE Intership, developed for creating websites in WordPress, is integrated with automation tools like Hubspot, RD Station and MailChimp knowing that end users certainly make use of these programs as well.
Because of this versatility, the API is important in the digital management of a company.
API in electronic signature: how is it applied?
First, let's go to the concept of electronic signature: it is a legal form by which it is possible to have approval or consent of a person to be recognized by electronic means.
Therefore, the API in electronic signature allows you to securely sign documents that comply with digital rules and standards, so that they have the same validity of the physical signature.
The electronic signature is not restricted to the signature of a document, but also to the most diverse types of individual recognition, such as: token, biometrics, facial reading, among others.
With respect to document signature, its adoption has been increasing by companies that seek practicality when signing contracts with their employees, suppliers or customers.
If your business process involves many steps that are brought together in a single system, the API in electronic signature is essential. Shall we see an example?
Suppose that the process of adding a new customer to your company requires the following steps:
- registration in CRM;
- contract signing;
- client activation;
- welcome email.
Steps 1, 3 and 4 can be done automatically if you have a CRM. So that step 2 is not carried out manually (especially if the number of incoming customers is large), it is ideal that the electronic signature be integrated into CRM via API.
This is how most internet marketplaces do it. You processes product purchase and shipping, for example, give the user the impression of belonging to a single system, but there are several systems integrated in the platform through APIs.
⚠️ Also check out these related articles ????
➡️ Online document signing: your business differentiator
➡️ After all, what is the difference between digital and electronic signatures?
➡️ Why You Need to Enter the Age of Electronic Documents Today
How to apply ZapSign Electronic Signature API?
Now that you understand the concept of API and its importance to integrate an electronic signature tool, let's explain how it is applied within one of the biggest solutions in this niche: ZapSign.
Since ZapSign was launched with the aim of offering a simple and fast way to electronically sign documents, many users asked for integration with other tools in order to increase productivity by excluding manual and repetitive tasks from their work routines.
So, to efficiently serve everyone who uses ZapSign, we make it possible for you to integrate it with various tools without you having to know programming, because you won't have to write even a line of code.
So, if you feel the need to add data to your spreadsheets, Trello or any other type of software every time a document is signed, this is possible. Check out how to do it below!
Choose an integration app
The first step is to choose an integration tool that connects the systems. At ZapSign we use the Zapier, Integramat e plug which are the most popular options in this segment.
For the step by step of this post, we will take as a basis the Zapier to show how a signer's information can be automatically entered into a Google Sheets spreadsheet as it is a recurring activity in many companies.
An important point: pay attention to the emission limit of the tools used in the process. ZapSign, for example, has three plans with different limits of signed contracts, as you can check here.
Step by step to integrate ZapSign with Google Sheets via Zapier
Zapier is one of the most complete tools on the market for having integration with more than 2 thousand tools, Google Sheets being one of them. The steps shown below are the same as those used to add any program.
1) Create a Zapier account
By accessing the official Zapier website, you can create an account by entering your information or in a faster way through your Google or Facebook account.
2) Make your first zap
First of all, the term “zap” has nothing to do with WhatsApp. At Zapier, zap is the name given to the tool integration process. You can have multiple zaps within your account, by the way, in case you need different tool integrations.
3) Prepare Zapier for onboarding
On the screen that says “When it happens…”, look for the “Webhooks by Zapier” app.
Then select “Webhooks by Zapier” and choose the “Catch Hook” option. Then click on “CONTINUE”.
A link will be generated in the part that says “Custom Webhook URL”. You need to copy it to paste in the next step.
On the next screen, you will see the message “Test your trigger”, which means that Zapier is ready to receive the first integration events. For now, you should leave this tab of your browser open and open another one for the next step.
4) Integrate between Zapier and ZapSign
In the other browser tab, go to the ZapSign website and log in (if you haven't registered yet, click here). Then go to “Settings” and click on the “Integration” tab.
Next, click on “Enable Webhooks” and insert the custom link pointed out in the previous step.
Once this is done, insert a new document in ZapSign (as we teach here) so that the first ZapSign events are fired to the Zapier webhook.
Then, go back to the Zapier tab (the one we asked you to leave open) and click on “Test Trigger” until a screen like the one shown in the screenshot below appears. Click on “CONTINUE”.
Ready! ZapSign is integrated with Zapier! In the next section called “Do this…”, you can choose the tool that will talk to ZapSign. As said, in this example we will show you how to integrate Google Sheets.
5) Integrate between ZapSign and Google Sheets
Inside “Do this…”, do a search for Google Sheets and click on it.
Then choose “Create Spreadsheet Row” and click “CONTINUE”.
In the next step that says “Choose Account”, connect your Gmail account and click “CONTINUE”.
Select your Google Drive and the spreadsheet that should receive the ZapSign electronic signature information.
When selecting the worksheet, create the corresponding headers. Our suggestions are:
- Event;
- Document number;
- Document Status;
- Document Name;
- Original File;
- Signed File;
- When;
- Signers.
Back in Zapier, make the relationship of the spreadsheet columns with the information that is sent by ZapSign and click on “CONTINUE”.
Now click on “TEST & CONTINUE” and then on “TURN ON ZAP”.
Then, test and see if the data was entered successfully in your spreadsheet. If so, a new line will appear with the information entered and the same will occur whenever a new ZapSign event is automatically created in Zapier when a new subscription arrives.
By following these five steps, you will be able to make use of ZapSign's electronic signature API in your management tools.
Did you have any doubts? How about chatting with us so we can explain how ZapSign can work for your business? Click here to speak with one of our specialists!
