Software for digitally signing documents is a technology which allows companies to validate and formalize electronic contracts in a secure and legally valid manner, increasing speed and reducing costs.
Throughout this article, we will explore the numerous advantages of this technological resource. Read on to understand the difference this program can make in your organization.
Summary
- What is a digital document signature and what are the differences between the types of signatures?
- How digital signature software streamlines business processes.
- Benefits of reducing costs, time, and paper usage.
- Importance of legal validity and compliance with Brazilian law.
- How to choose and use digital signature software.
- Practical examples of use in devices such as phone.
Quick facts
- A digital signature with an ICP-Brasil certificate is "presumed to be true" regarding authorship and integrity, conferring legal validity equivalent to a physical document. Provisional Measure No. 2.200-2/2001
- A Law No. 14.063 / 2020 It establishes categories of electronic signatures (simple, advanced, and qualified), all with legal validity for interactions with public entities, depending on the desired level of security. Learn more
- ICP-Brasil, maintained by National Institute of Information Technology (ITI)[Company Name] is responsible for issuing digital certificates that guarantee the authenticity, integrity, and legal validity of electronic documents in Brazil.
Benefits of digital document signing software
Faced with the growing demand for agility, efficiency and security in processes, the digital signature becomes essential in optimizing document flows, in resource saving and in the improvement of customer experience.
Below are the main reasons why large and Small business They should adopt digital document signing software as a fundamental strategy for their success.
1. Time and cost reduction
Eliminating the need to print, send and file paper not only saves resources financial, but also exponentially increases the agility of workflows.
2. Productivity optimization
The ability to sign documents from anywhere and at any time increases productivity, transforming the company's internal processes and allowing professionals to focus on more strategic tasks.
3. Increased security
Software for digitally signing documents offers an exceptional level of information security, since digitally signed documents are encrypted and protected by advanced security protocols.
4. More Mobility
With digital document signing software, signatories can approve documents from any device connected to the network. Internet, enabling agile and continuous collaboration, regardless of physical location.
5. Improved Customer Experience
The agility and convenience of digital signatures are also directly reflected in the customer experience. Processes that were previously time-consuming and bureaucratic now become smooth and efficient, demonstrating a commitment to the public and to building relationships solid.
6. Lower Paper Consumption
Environmental awareness has become a focal point for many companies. The adoption of the digital signature contributes to a significant reduction in paper consumption, minimizing the environmental impact.
7. Sustainability
The digital signature also contributes to a more sustainable operation in other respects. Less physical travel and mailing results in a smaller carbon footprint, demonstrating the company's commitment to responsible practices.
8. Legal Validity
Contrary to what many imagine, the digital signature is equivalent to the handwritten signature in legal terms. Through the use of encryption and digital certificates, the integrity and authenticity of documents are legally proven.
9. Practicality
Through intuitive interfaces and platforms friendly, the subscription process becomes simple and accessible to everyone involved, regardless of their level of familiarity with technology.
10. Procedural Agility
With digital signature, documents can be shared instantly, signed in a matter of seconds and archived electronically, resulting in exceptional speed in completing commercial transactions.
| Criterion | simple electronic signature | Qualified digital signature | Software/Automation |
|---|---|---|---|
| Signer identification | Basic | Encryption + certificate | Via secure software |
| Legal validity | Yes, for simple cases. | Equivalent to handwriting | It depends on the certified method. |
| security level | Low | High | It depends on the solution. |
| Mobile use (cell phone) | Yes | Yes | Yes |
| Technological integration | Media | High | High |
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➡️ Do you need a digital signature solution for your management? Click here and create yours now!
How does ZapSign's digital document signing solution work?
ZapSign's digital signature solution is the perfect tool to simplify the document management your company's electronics, ensuring less costs and bureaucracy and more organization, agility, mobility and security.
Our platform allows you to collect signatures in less than two minutes, offering a signature process that is 90% faster than traditional means. In addition, customization with your company's colors and brands is also possible.
How to make the digital signature on ZapSign
To make your digital signature through ZapSign, there is no mystery – you just need to follow the tutorial that we will present below, detailing step-by-step everything you need to do.Step 1: First, you must inform your login and password, and then you will be forwarded to the main page.
Step 2: Click on the “New” button to go to the next screen and create a new document.
Step 3: Click on “select document” to upload the document to be signed, which must be in PDF.
On this screen, specify your signers. You can add more signers by searching your address book – or if you want to sign the document, tap “I will sign”.
Step 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.
Step 5: Place 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.
You can even add texts to your file, which will remain in the final document after signing. Click “Save and continue” to proceed to the next step.
Step 6: Share subscription links via your preferred channel. 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 signers, click on “Sign now” to review the document and sign it.
Step 7: After checking the content of the document, click on “Sign” and confirm your details.
Step 8: 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.
ZapSign's solution also makes other features available, as we will see below.
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.
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!
batch sign
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, please contact us at ola@zapsign.com.br.
Auto-sending by email and ordering 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.
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”.
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.
Subscribe to 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.
Frequently Asked Questions (FAQ's)
What is the best program for digital signatures?
The best program depends on the need, ranging from free options for simple uses to robust platforms with integration, automation, and full legal validity.
Which digital signature system is free?
There are free solutions for basic uses, including trial options and tools that allow for simple, no-cost subscriptions.
Which AI creates signatures?
Modern digital signature systems use automation, recognition, and machine learning to intelligently simplify the collection and validation of signatures.
What are CAdES and PAdES?
These are technical standards for digital signatures in specific formats of electronic documents, ensuring interoperability and legal validity.
If you want to learn more about how ZapSign's digital signature solution can benefit your business, Contact us!
Getúlio Santos is the CEO of ZapSign, a lawyer, technology enthusiast, and entrepreneur.
