I often speak with security alarm companies on the benefits of eOrignal’s SmartSign- electronic signature solutions. You may or may not be surprised by the various departments, processes and workflows where SmartSigning has proven to be beneficial in the Alarm industry; including contracting new clients through inside and outside sales, HR/ employee onboarding, and customer retention/ renewals, just to name a few.
One particular area that I have found to require a large amount of company resources and focus has been client retention and customer renewals. Which in most cases bring with it a cumbersome paper process, customer inconvenience and unfortunately customer drop off. How you re-contract today will have direct influence on your companies RMR tomorrow- whether it be negative or positive; of course the goal would be the later.
As old contracts begin to expire, eOriginal’s SmartSign provides Alarm companies the advantage of re-contracting with only the click of a button. Most importantly, it provides a faster, friendlier and more convenient customer experience. Some of the immediate benefits include,
Increased employee productivity- now sales and retention departments can complete these tasks in half the time.
Decreased mailing, paper, shipping, and postage cost
Improved customer experience and relations
Ability to have same day, even same hour client renewals
How this works:
eOriginal can tie into your existing CRM; with the click of a button we will automatically pull client information from your CRM, add it to the new contract in the appropriate fields, and send your customer an invitation to sign. Your customer then is guided through an easy and intuitive eSigning contract renewal process by eOriginal’s SmartSign.
You can see how this process works by going to eOriginal’s Security Alarm demonstration page by clicking here.
At eOriginal our main focus is to provide our customers with the most flexible and innovative eSignature solutions on the market. In order to meet our customer’s needs we are always updating our products. As you can imagine quite a bit of planning and preparation goes into developing our product roadmap. So how do we begin to develop our roadmap? We solicit as much information as we can from our clients who play an active role in the development of our products.
What the above mentioned article did was to stress a few main points that are common for any company looking into eSignatures to consider. I want to highlight how we listened to our clients and the market to develop new and build upon existing features, to improve upon our solutions.
First and foremost are concerns about security. Often when moving to an electronic means of completing business, security concerns can make or break a deal. We realized this from the start and designed our application to be the most secure eSigning tool on the market with an infrastructure built on redundant hardware, above industry standard encryption, all in a SAS 70 Type II datacenter. We’ve even went above and beyond industry standard ID verification to help our customers in creating reasonable assurance that those who sign their documents electronically, are who they say they are. We do this through the availability of multi-layer signer authentication including eMail, security code, OFAC, and knowledge based questions. To outline all other security features would make for a post far too long.
With so much focus on cloud computing and the want and need for different applications to work seamlessly with each other it’s easy to understand why we built such an extensive library of web service calls for our clients. We talk with our clients to see what other systems they are utilizing to learn how we can be plugged into their workflows to improve operational efficiencies. One feature we recently developed, our “Push Service” allows organizations to automatically sync-up their business workflow processes.
With extensive security protocols and integration options already built in SmartSign Web. The flexibility of our electronic signature software allows us to automate business processes. SmartSign Web’s customization options allow organization to take the framework our application and build out a tool that can fit seamlessly into their existing business processes. By automating a few steps in the process our system really gives your business the ability to become more efficient and sustainable.
Optimizing business processes is something every organization addresses to eliminate inefficiencies. In today’s business environment new technologies often lead the way to innovate and improve the way business is conducted. eOriginal’s electronic signature technology, can play a major role in re-wiring how your organization conducts business.
When moving to an electronic process there are often a few over-looked features that can not only dramatically improve front end processes but also the back end processes that enable true straight-through-processing. Below we’ve listed 5 features designed to keep your business moving fast and smooth.
SmartSign Web’s Push Service allows your organization to automatically push working copies of executed transactions into customer systems such as document management, ERP, CRM, or other imaging systems. This feature allows a you team automate your companies document processing procedures saving administrative costs and saving your team valuable time that can be leveraged to grow your business in other areas.
Batch Processing enables authorized users to locate multiple transactions or documents and perform a transfer of ownership or transfer of custody on the collection of documents allowing you to do more with less.
Set Automatic Retention Policies for your documents allowing your organization to become more flexible and define policies based on your business needs and legal requirements.
Set Expiration Dates for access to the document(s) and automatic reminders to the “Signer” that they still have a document waiting for their signature, allowing your team to stay on top of the signing process without lifting a finger
Automatic Notifications save in office time by having a copy of the executed document sent to all of the appropriate departments and persons once it has been electronically signed.
With these and a few other features offered by SmartSign Web you can begin to automate document and transaction centric processes to make running your business a lot more efficient, compliant, and cost effective.
In today’s proliferation of cloud based computing and SaaS delivered applications, there is often a required missing element of automatically synchronizing data across multiple business applications. Companies often need to automatically synchronize their systems to help guide and update internal workflows based on actions controlled by an outside application. For example, when an non-disclosure agreement is signed your customer tracking application should be automatically updated to reflect that so your sales representative can schedule a demonstration.
Integration issues often arise when one application controls the primary flow that a customer is seeing, and a second application needs to be updated with information driven by the actions or results in the control system. In traditional web services, the second application must make constant calls to the control system to find out not only if anything changed, but what exactly changed and when.
This is a very inefficient and daunting task and leads to unnecessary strain on both applications. Let’s think about it in terms of a quarterback and a group of wide receivers on a football team. In traditional web services, our wide receivers all run around asking the quarterback if it is time for him to throw the ball. As we all know, this is not the best approach. It is the quarterback who is holding that ball and his responsibility to make his reads and know exactly when the ball must be thrown to the wide receiver that results in the game changing touchdown.
Now, with SmartSign Web’s new Push Service workflow automation tool, eOriginal can throw you that game winning pass. In our newest release of SmartSign Web, your organization can choose to have different actions in our Signing Room pass messages to your applications. These messages may be used to trigger updates within an internal dashboard, CRM system or to automatically load data into a customer service system. The use of our automated Push Service will help your organization control business workflow and improve data reporting within your existing applications. Push Service messages can be sent to as many applications as your organization needs, with as much or as little information as required (e.g. information about the signer, form data, watermarked working copies of signed documents, or a digitally signed copy of a document’s audit trail).
SmartSign Web’s Push Service could not be easier to integrate with! To use the Push Service, eOriginal provides a Web Service Description Language (WSDL) that allows your IT team to integrate the Push Service with your applications in no time at all. The WSDL aids in the automated generation of the code needed to receive, parse, and control the flow of the message’s information received from SmartSign Web – in the language of your choice.
As you can see integrating your existing applications with SmartSign Web has never been easier. For more detailed information about this new service, please contact the eOriginal Sales Department.
A few days ago I came across an interesting post on Elliot’s Blog about the simplicity and usefulness of electronic signatures reducing the need to print, sign, and ship contracts and other documents, but what was really great about the post, was the conversation it prompted through the comments that were posted.
As an active participant in this conversation dealing with questions and concerns about the validity of eSignatures, I wanted to highlight and address a few of the common concerns that were brought up.
Legal Enforceability and Admissibility and Doc Security: Depending on your individual business needs, a pure signing tool may be all you need. However, if your business needs to protect your digital documents, a more robust solution is necessary. We provide advanced ID verification tools to ensure the correct person(s) are signing along with a detailed audit trail, we encrypt and digitally tamper seal each document and file associated with your transactions, and we also provide transaction management services that allow organizations to meet all compliance, regulatory, and workflow requirements that limit your company’s legal exposure and protect the value of your documents.
Customization: eOriginal’s solutions were designed to be flexible, allowing us to conform to your business needs. That is why we offer multiple integration and deployment methods and an extensive library of web-service calls/APIs. We take into consideration business workflow processes, transaction management needs, and budget to find the best solution to fit each individual business needs.
Costs: Many customers, especially Small Business owners, believe that the products and technology needed to provide the security and workflow options to fit their business needs are too expensive, when in turn, many providers including eOriginal have electronic signature packages designed not only for large enterprise clients but also for small businesses.
If you have any additional questions or concerns, please don’t hesitate to contact me directly at 410-625-5149 or just post your questions on our comments section and I’ll be sure to provide answers to your questions.
The eOriginal SmartSign Web solution is a SaaS offering that can be accessed with zero integration, full integration, and anywhere in-between. The level of IT involvement is a function of the business processes that will utilize the signature service. Regardless of the deployment method selected, the SmartSign signature service rides on the most industrial strength, secure platform in the industry and provides the most robust path for growth and deployment method transition.
Standard On-boarding:
Document Preparer Website
Upload Documents
Configure Signing Requirements
Send Signing Invitations
Monitor Signing Progress
Hosted Signing Room
Accessed via Email Invitation
Manages Signer Authentication
Brandable with Company Logo and Colors
SmartSign Web standard on-boarding provides a fully-hosted signature service; there are no IT requirements and you may begin electronic signing right away. With standard on-boarding, you will prepare your documents utilizing a hosted website to upload documents to the signature service’s secure repository, configure the signature requirements, and send email invitations inviting the signers to review and sign their documents. Documents are monitored throughout the signature experience using the Signature Tracker portion of the website.
Your signers receive an email with a link to the signing room. The signing room is a hosted website, branded with your company logo and colors. Signers are authenticated against the signature requirements configured by you. Once authenticated, the signers are presented with each document for review and/or signature. Upon completing their signature requirements, signers may retain a copy of each signed document before exiting the signing room.
Standard on-boarding is the ideal option for companies with immediate electronic signing needs, limited IT access, and lower transaction volumes. Companies with larger transaction volumes or who wish to create an “all in my website” offering, may wish to explore our other SmartSign Web options.
The latest release of our SmartSign Web electronic signature service and eCore® electronic vault focused on simplifying document review and signature capture. Employing electronic signatures must be easier for your customers than the paper process, and release 6 simplifies signature capture into three easy steps, while maintaining compliance with electronic signature requirements and best practices.
Simple 3-Step Electronic Signature Process
We recognize that the electronic signature process will always be compared to the paper-based wet ink signatures. That is why we focused on simplification in this release. Signers are walked through a simple three step process, including disclosure and consent, signature capture, and receiving a copy of the signed documents. At each step, SmartSign ensures compliance with the Uniform Electronic Transactions Act (UETA) and federal E-SIGN signature requirements. The signers can pull up context sensitive help at each step in the process, and the entire process can be completed in a few minutes!
Signer Identity Verification
Many organizations are struggling with new government regulations, identity theft, and multi-factor authentication. eOriginal has integrated an electronic identify verification service into the signature experience, which includes a verification against the government OFAC database (i.e. Patriot Act Compliance) and presents signers with out-of-wallet questions from permissible use public databases. The results of the identify verification are recorded in the document audit trail, and you have the option to store the questions, responses and results in an encrypted Verification Report.
Integrate Your Way!
So you want to begin now with electronic signatures, but your IT organization is overloaded with projects? Don’t want to send your customers to a third-party website to sign your documents? Have a high-volume business that does not lend itself to your employees logging into a web site to upload documents and send invitations? Want to have the signing experience branded as your own? SmartSign Web offers zero-integration deployment, embedding the Signature Room right in your website, and automated document upload and signature preparation within your document generation/origination system. Flexibility is key to a successful electronic signature implementation, and eOriginal offers you the most options in the market today.
eCore® 6 simplifies electronic signatures and provides the flexibility you need to successfully deploy a truly paperless transaction environment.
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