The acquisition of modern tools by companies is essential to obtain a good perception by the public - which represents a determining factor for the growth of any and all business, especially when it involves knowledge how to electronically sign documents.
In this sense, the electronic signature reveals itself as one of the most prominent technological resources among companies. However, despite the growing recognition of the format in the market, it is still not rare to have doubts about it.
Check out this complete guide for a detailed step-by-step on how to electronically sign your documents. Good reading!
After all, what is an electronic signature?
We can briefly define the concept of electronic signature as a modern and efficient way of obtaining someone's consent by recognizing their identity via electronic means with legal validity.
The tool has been gaining notoriety for representing an effective substitute for the signature in one's own hand – especially in these times marked by work via home office, dispensing with face-to-face contact when signing documents that prove new partnerships and hiring.
It is worth remembering that there are several subscription types electronics, such as, for example, biometric recognition at ATMs, identification tokens and logins based on a personal password for Internet services.
What are the main differences between electronic signature and manual signature?
There are countless tools and technological devices available to companies in this digital age: management software, artificial intelligence, cloud storage and many other electronic resources make the document process of companies follow these transformations.
However, even so, the practice of managing documents in a physical environment is still quite frequent, since these tools are still new.
So that you can choose between using a digital or manual signature, we have listed below the main differences between the two:
Accessibility
While traditional documentation requires all parties to be in the same place, digitally signed documents allow the process to take place from anywhere, all you need is a device connected to the internet, such as a computer or cell phone.
Cost reduction
Digital documents exist in a virtual environment, therefore eliminating a whole range of expenses with printing, transport and availability of physical space – unlike traditional documentation.
Storage
Manually signed files require physical space to be stored. Digital documents, on the other hand, are saved on HDs, USB sticks and the cloud, which, in addition to the issue of accessibility, also helps to preserve the useful life of the document.
Process optimization
Documentation automation makes all processes faster and more flexible, while digital signatures require a long, slow and cluttered process.
Security
In order for physical documents to be accessed when necessary, careful archiving and constant copying work is required. In the case of documents with a digital signature, this is not usually a problem, since there are several companies that offer this type of solution.
How to make electronic signature
Make your electronic signature on ZapSign easily: log in and follow our detailed step-by-step tutorial below.
1. First, you must inform your login and password, and then you will be forwarded to the main page.
2. Click on the “New” button to go to the next screen and create a new document.
3. Click on “select document” to upload the document to be signed. The document must be in the format PDF – otherwise it will be necessary to convert the file, which can be done on this link.
On this screen, specify who your signers are. You can add more signers by searching your address book – or if you want to sign the document, tap “I will sign”.
4. You can make the fields invisible in the final document or choose not to request the signer's email or phone number. If you wish, request a selfie, ID photo or facial recognition. You can also choose the signer's authentication method and specify its role.
5. The next step is to position the signatures, checkmarks and texts in the document. Just click on the screen, select the signer and select signature or visa.
Click the "Copy" icon on the signature or tick to save time copying the placement to the rest of your file's pages.
If you so wish, you can also add texts to your file, which will remain in the final document after signing. Click "Save and continue" to proceed to the next step.
6. Now it's time to share the signature links. You can send them via WhatsApp, SMS, email, Telegram or any other channel you prefer. You can enable automatic sending if you want ZapSign to email the signature links for you, as well as enable automatic reminders and set a signature deadline.
It is also possible to define the order in which your signatories will sign the document. Notifications will only reach a given signatory after the previous one has signed.
If you are one of the signatories, click on “Sign now” to check the document and make your signature.
After checking the content of the document, click on “Sign” and confirm your details.
Now, just sign with your finger or mouse (or upload a photo of it). You can save this signature to use again, or clear it to redo it.
Ready! Your signature has already been made. Now, it already appears in the placed places and also in the subscriptions report.
However, there are many other features to be explored when using a electronic signature platform, as we will see below:
How to create and configure contacts
To add users to your organization, go to “Settings”. In the “Users” section, enter a valid email and tap “Add User”.
He will receive, by e-mail, instructions on accessing the account and registering his own password. Just click on “Access my account” to configure it.
How to sign with digital certificate
To sign a document using digital certificate, access the signing link and click “Sign” to choose the certificate you want to use.
Choose the certificate and click on “Sign document”.
Wait a few moments and that's it: subscription completed successfully!
How to sign in batch
With batch signing, you can sign all documents that are pending signature at once.
You can view the documents in the list and, if you want to disable batch signing in any document, click on the “X”.
To subscribe, simply fill in your personal data and click on “Subscribe”.
To purchase this service, contact the email [email protected].
How to auto-send by email and order signatures
On the signature request screen, activate the “Turn on automatic email sending” button and enter your signatories' email addresses. If desired, enter an optional message that will accompany the subscription link in the email.
To sort signatures, click on “Sort signatures”.
Activate the button, then hold and drag to change the order of signers. Thus, each signatory will only be notified to sign the document after the previous one has signed.
If desired, sign reminders so that signers who have not yet signed the document will be re-notified via email every X days. Then just click on “Submit and finish” and that’s it.
How to create and customize users
Access the settings. There, you can change each user's access level: the administrator has access to settings and documents; the member has access to documents; and the user only to documents created by himself.
You can also change the organization owner. However, after this procedure, only the new owner can do it again.
To remove a user from your organization, simply click the red X.
Below, you can customize, placing your logo and changing the action buttons to your company's color. When finished, just click on “Save Changes”.
How to create and use folders
Click "New Folder" under the "Documents" tab. Enter the name and confirm by clicking on “Add folder”.
To move a document to a folder, tap on it and the following screen will appear. Click on the folder icon with the arrow, select the desired folder and it will be moved.
You can also create a folder inside another one, following the same process.
How to sign dynamic templates
Access the signature link, fill in your full name and click “Continue”.
Fill in the requested information and click “Continue” again.
ZapSign will generate the document automatically. Check it out and click “Subscribe”.
Enter your email and phone number and click “Continue” again.
Make your signature and click on “Finalize”.
Ready! Now, you can download both the original and the signed document.
Now that you understand everything about the importance and practicality of the electronic signature, we would like to invite you to Learn more about ZapSign's solution by clicking here!
