Nowadays, in the midst of a business scenario increasingly driven by technology, the electronic signature stands out as an essential tool for modernization and agility in commercial processes. Through it, companies and professionals can simplify and optimize their workflows. And to test it out, many choose to start using a free electronic signature system.
In this article, we will address how this type of firm meets the demands for practicality, security and sustainability. We will also present a guide to creating free electronic signatures, allowing businesses and individuals to enjoy the benefits of technology and improve efficiency in their operations.
The role of electronic signature in optimized management
Electronic signatures play a fundamental role for companies seeking to optimize management and validate documents quickly and efficiently. By replacing manual processes, it reduces time to formalization of contracts, eliminates printing and physical storage costs.
Additionally, electronic signatures offer a level of legal security equivalent to that of handwritten signatures, as long as they are implemented correctly and in compliance with local legislation.
Thanks to technological advances and robust security protocols, electronically signed documents are protected from tampering and guarantee the authenticity of the parties involved.
It is important to highlight that, although some electronic signature solutions may involve costs, there are free and affordable methods to implement them.
With the advent of platforms and specialized applications, companies can easily adopt electronic signature systems without compromising their budget, taking advantage of all the benefits that this technology offers.
What is electronic signature?
An electronic signature is a digital way of validating a document or contract in which a person indicates their agreement to the content through electronic methods such as typing, clicking a button, or drawing a signature using an input device such as a mouse or a touch screen.
Just like a manual signature, an electronic signature can be legally valid, as long as it meets legal requirements, which vary depending on the jurisdiction and considering factors such as the type of document and the level of security.
In most regions, electronic signatures are legally recognized, as long as they guarantee the authenticity of the parties, the integrity of the document and the identity of the signatory.
In addition to legality, electronic signatures offer several advantages over manual signatures, especially in the digital environment. It allows for the rapid formalization of contracts and documents, eliminating the need for printing, sending and physically storing papers, resulting in savings of time and resources.
A electronic signature can be easily integrated to electronic document management systems, enabling a more efficient and organized workflow.
Benefits of electronic signature
The adoption of electronic signatures represents a significant milestone for business growth and modernization, bringing with it a series of benefits that positively impact internal processes and relationships with customers and partners. Below, we list some of the main benefits of this technology.
Cost reduction
By eliminating the need for paper, printing, mailing and physical storage of documents, electronic signatures significantly reduce companies' operating costs, making processes more economical and sustainable.
Process agility
Electronic signatures speed up the formalization of contracts, agreements and other documents, eliminating the wait for physical submission and allowing parties involved to sign instantly, regardless of geographic location. This results in a more efficient workflow and shorter lead times.
Greater security
Electronic signature solutions offer advanced levels of security, with encryption and authentication protocols that protect the integrity of documents and guarantee the authenticity of signatures. This reduces the risk of fraud and tampering, providing greater confidence in commercial transactions.
Ease of document management
With electronic signatures, documents can be easily stored, organized and accessed in digital format, allowing for more efficient and centralized document management. This simplifies the search, review and sharing of information, promoting greater transparency and control over business processes.
Customer experience improvement
By offering customers the convenience of signing documents electronically, companies provide a more agile and satisfactory experience, contributing to customer loyalty and satisfaction. Reducing bureaucracy and response times can also result in a competitive advantage in the market.
How to make a free electronic document signature?
For digitally sign a document free, you must use a platform that offers this type of service. So, in this tutorial, we will teach you how to do this through ZapSign.
Step 1: you must access the ZapSign website and click the blue button that says “Try it free”.
Step 2: Create your account if you don't already have one. You will need an email and password to get started. If you prefer to use your Google account as a login, that is also possible.
Step 3: after logging in, within the ZapSign dashboard, click on the “NEW” button to generate a new document.
Step 4: on the next screen, you must click on “select document” to upload the document to be signed. Note that the platform only allows files in PDF format. So if the document is in another format, you can use a free converter like this.
Step 5: After the file upload is complete, you will need to enter the names of the signatories in the field below “Who will sign”.
Step 6: if the people who will sign the document are already in your contact list, just click on “contacts”, just below the fields for entering the names of the signatories, to choose and insert them.
Step 7: if you are also going to sign the document, click on “I will sign” to enter your name as well. Then click on “continue”.
Step 8: on the next screen, you must position in which places in the document the signatures and visas must be inserted. To do so, simply click on the chosen space, then on the signatory's name and define whether he/she should sign with signature or visa.
By doing this, signatures and visas will be displayed in the places you indicate, just like a physical document. To proceed, click on “save and continue”.
Step 9: Here, subscription links are generated. If you are in contact with the signatory by WhatsApp, click the button with the application logo to send the link directly to the person. If you prefer another medium, just click on the blue icon next to the link to copy it and then paste it wherever you want.
If you prefer that the document be sent by e-mail (as this is a standard procedure in many companies), click on “activate automatic sending by e-mail” to enter the e-mail addresses of the people who will sign.
Step 10: if the signatures have an order to be followed, it can be defined by the “order signatures” button.
That way, just drag the names on the screen to set the order. Each signer will be notified by email to sign the document only after the previous person has signed.
Step 11: you can still compose a personalized message that will be sent in the email, in addition to activating notifications for those who have not yet subscribed. When finished, click on “Submit and Finish”.
Step 12: ready! The document was generated and sent to the signatories. From then on, you can follow the progress of subscriptions on the screen below to find out who has already opened the link and who has already signed the file.
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Tips for optimizing the use of electronic signatures
To make the most of the benefits of electronic signatures and ensure their effectiveness in different contexts, it is important to follow some essential tips that optimize their use.
Check mobile-friendliness
Make sure you choose an e-signature platform that is compatible with mobile devices such as smartphones and tablets. This allows you to sign documents from anywhere and at any time, facilitating collaboration and streamlining processes.
Integrate with other digital services
Look for e-signature solutions that offer integration with other digital services you use regularly, such as document management tools, cloud storage, and email platforms. This simplifies the workflow and ensures a smooth transition between different applications.
Ensure the legal validity of signatures
To ensure the legal validity of electronic signatures, choose a platform that complies with local laws, uses security technologies like encryption and multi-factor authentication, and provides tracking and auditing capabilities to preserve the integrity of signed documents.
Use digital certificates when necessary
Certain situations require digital certificates to sign documents electronically, especially in transactions that require a high level of security. Know the legal requirements of your country or industry and be ready to acquire and employ digital certificates if necessary.
Educate users
Finally, educate users on the importance of electronic signatures and provide adequate training on how to use them correctly. This includes guidance on how to create and sign documents electronically, as well as best practices for ensuring the security and legal validity of signatures.
By adopting the ZapSign electronic signature platform, you can make the most of the advanced functionalities offered by this specific solution, ensuring efficiency, security and legal compliance in your electronic transactions. Click here to find out more and take a free trial!
