Workflow of documents with a digital signature
The COVID-19 pandemic has changed the way businesses operates around the world. This, in turn, forced an increase in the number of documents in electronic circulation, in particular those that must be marked with a binding signature of the person representing a given entity.
Problem
Remote work and / or work in several locations forced the need to include in the electronic circulation of documents including possibility of signing them with a digital signature simultaneously with their approval.
Solution
The process of electronic document circulation has been implemented, enriched with the possibility of placing a digital signature using a mobile phone as a token. Additionally, the possibility of submitting the so-called Electronic Seal. By entering a document into the system the user defines, among others:
- under which acceptance strategy the document should be handled,
- whether the documents should contain the visualization of an electronic signature (the so-called facsimile),
- whether the document should bear the so-called Electronic Seal,
- whether before placing digital signatures, the metadata of the document (such as creator, author, subject, etc.) should be changed and, if necessary, modifies it, for example, because each document in the “Creator” field had the name of the company or institution written.
Benefits
The signature takes place upon approval and there is no second circulation of the document. These activities are performed in one window. The time of performing activities is significantly shortened and in many cases remote processing is even made possible.
It is not necessary to have a card reader and the signature can be placed from any computer in the company or in the world, if the workflow system is made available outside the local network of a given institution, and the authorization is based on an electronic token in the mobile phone.
Service and approval times have been reduced from days to single hours.