Secure electronic signatures has become an indispensable tool for any business seeking to optimize its operational processes. Offering both ease of management and eIDAS compliance, it simplifies transactions by eliminating the need for paper documents and speeding up contractual exchanges. Not only does online signing save valuable time, but it also ensures that the signatures collected are legally recognized and protected by advanced security measures. Implementing this solution is surprisingly simple and accessible to everyone, debunking the idea that such robust technology must be complicated. In this article, we guide you through the steps to easily integrate electronic signatures into your daily work, showing you that this is an accessible and beneficial revolution for your document management. Getting a document signed with a legally valid digital certificate has never been easier. 😊
How do I create an electronic signature?
Electronic signatures allow you to instantly sign almost any administrative or commercial document, wherever you are.
To create and make an electronic signature, it couldn't be easier. Just follow these steps:
1/ Choose a reliable electronic signature service provider that complies with security standards.
2/ Create an account on this provider's platform and provide the necessary information.
3/ Download the application or access the online platform, depending on the mode of use offered by the service.
4/ Follow the instructions to create a unique signature key associated with your identity.
5/ Once the key has been generated, you can use it to electronically sign documents.
6/ To sign a document, select the file, apply your electronic signature, and follow the validation steps.
How do I electronically sign documents?
Whether you need to initial a document, add an electronic signature to a Word document, or electronically sign a PDF document, today's solutions allow you to perform these actions in just a few clicks. Online electronic signatures support a wide variety of file formats, ensuring total flexibility in document management. What's more, integrating these features into daily workflows is intuitive, allowing any user, regardless of their level of technological expertise, to secure their documents legally and efficiently.
How to use electronic signatures, example with Docoon.sign
The Docoon Group, a leading French publisher in the development of digital trust services, offers businesses its Docoon.sign solution, a 100% "Made in France" solution that is reliable and intuitive. Documents are sent in three main steps:
Step 1: Upload the documents you want to send. Once you have created your Docoon.sign account and identified your electronic signature, you can easily send your PDF document for signing. Simply select the document you want to have signed.
Step 2: Select the document recipients and their roles. You can designate some recipients as read-only and others as signatories. It is also possible to specify the order of signature if there are multiple signatories. The Docoon.sign platform allows you to add an additional authentication method to increase the signatory's authentication level (e.g., SMS code, ID card, or passport to confirm the signatory's identity, etc.), which is a major difference from handwritten signatures, as it provides a more secure solution.
Step 3: Choose the location of the signature and send the document. Docoon.sign allows you to easily view a signature mask. Customizable fields allow you to add any information you deem necessary to include on the document in addition to the signature: initials, date, location, etc. You will then be notified that the contract has been signed by all recipients.
Frequently Asked Questions
What is the legal value of an electronic signature?
This is the most important criterion for choosing the level of compliance and security of an electronic signature solution. The Docoon.sign solution provides an eiDAS signature (1) , which is the highest level of compliance and security on the market for your company. You benefit from a qualified signature service with a supporting electronic signature certificate. Docoon.sign guarantees: – the authenticity of the document issuer; – the integrity of the document (the document could not have been modified between its signature and consultation); – proof of the signatory's consent, if necessary. Thus, in the event of a dispute, the eiDAS signature provides the guarantee of a legally valid signature.
How do my partners sign documents online?
They receive an invitation by email and view the document on their smartphone, tablet, or computer. They confirm their consent according to the security level you have chosen: from a simple link received by email to a security code received by text message. They sign and can then download the electronically signed document, which is protected and guaranteed.
With Docoon.sign, the signature is visible on the PDF (the highest level of evidence on the market), along with the recipient's personal identification (national ID card, passport, etc.).
Can I sign any type of document with an electronic signature?
Yes, regardless of the format of the document to be signed: electronic signature of PDF or Word document, for example. You can have the following signed: quotes, purchase orders, employment contracts, supplier contracts, direct debit orders, real estate leases, loan agreements, etc. You can sign all your documents: certificates, official reports, quotes, purchase orders, reports, etc. Docoon.sign ensures secure transmission for sensitive documents: invoices, pay slips, medical data, financial information, legal documents, technical information, and certified copies.
Do my partners who receive a document to sign also need to be equipped with Docoon.sign?
No. They don't need to download an app or create an account. All they need is a secure internet connection from a smartphone, tablet, or PC. Signatories are notified by email that the document has been signed, and they can download it in turn.
Does the Docoon.sign solution include archiving of signed documents?
Yes. Electronic archiving is included in the solution. Signed documents are stored in accordance with current legal archiving standards to guarantee their authenticity and integrity.
(1) eiDAS: electronic IDentification Authentication and trust Services. European reference standard governing electronic transactions within the 28 member states of the European Community.
