With today's rapidly advancing technology, everything from how we communicate to how we pay our bills can be carried out digitally. This transformation has also influenced the way we sign documents, as handwritten signatures are increasingly swapped for convenient, secure, and equally legitimate digital signatures.
Businesses know the importance of technology that facilitates workflows and sustains growth against competitors, and digital signature solutions are no exception. Digital signatures streamline the documentation process, provide enhanced security and supplementary legal support, and immensely reduce document turnaround times. They also enable growing businesses to cut down on the material, administrative, and logistical costs involved in physical paperwork, as well as increase the possible volume of documents sent for signature.
While enterprises are readily embracing digital transformation, they often struggle to find the right software solutions that suit their exact needs. Zoho Sign is a comprehensive, flexible digital signature solution with an enterprise subscription plan that accommodates custom requirements for large companies.
In this blog post, we will discuss the various Zoho Sign features and functions that help enterprise users elevate their digital signature workflows.
Zoho Sign for enterprises
Zoho Sign's Enterprise plan comes with premium features that help businesses craft custom, reusable digital signature workflows for a large volume of documents across different scenarios. This increases overall efficiency and boosts employee productivity, all while providing enhanced security and the same legal assurance as physically signed documents.
Premium features in Zoho Sign's Enterprise edition
Zoho Sign enables users to create document templates and build reusable workflows for recurring documents.
For example, a realtor can create a template for a listing agreement for regular use, instead of drafting the document from scratch each time.
The in-person signing feature allows Zoho Sign's enterprise users to collect digital signatures in person.
For example, if executives need to collect signatures from partners during a business meeting, they can use the in-person signing feature to host a real-time digital signing session.
The bulk send capability allows users to send one or more documents to up to 300 signatories at once. Zoho Sign users can also prefill stored recipient data prior to sending documents out in bulk.
For instance, an HR professional who needs to send an updated policy document to all the employees in their organization can use the bulk send feature to collect their signatures in one go.
The bulk sign enhancement allows users to auto-fill and sign multiple documents at once. For signers to use this feature, documents must have been sent via Zoho Sign by a fellow organization member, and they must contain identical or similar fields.
For example, if a shift supervisor has to sign off on several timesheets at the end of a week, she can use the bulk sign feature to sign them all at once.
With SignForms, users can collect signatures through a self-service form or secure public link that can be shared and embedded in third-party applications and websites.
For instance, when your company is hosting an event, you can create a registration SignForm and embed its URL in your website. This makes it easy for attendees to register and sign any associated documents.
Document and template sharing
This feature enables administrators to make documents and templates available across an organization. This leads to enhanced collaboration, and it creates segmented access to documents and data between departments and teams.
Automatic cloud backup
The automatic cloud backup feature gives users the option to automatically backup signed documents and their completion certificates to an integrated cloud storage provider of their choice. This way, enterprises maintain another copy of their signed paperwork for better protection and availability. Zoho Sign integrates with various cloud storage providers, such as Zoho WorkDrive, Dropbox, Box, Google Drive, and OneDrive.
Advanced Integrations with third party applications
Enterprise administrators can integrate Zoho Sign with various popular third-party ecosystems like Microsoft 365 and Google Workspace. This enables them to import their users and connect Zoho Sign with other popular services like Microsoft Teams, Outlook, Gmail, Zapier, HubSpot, and Pipedrive. As a result, enterprises can automate their workflows and achieve operational efficiency.
Signing via regional third-party digital signature certificate and trust service providers
Zoho Sign integrates with regional digital signature certificate and trust service providers like eMudhra and Aadhaar eSign in India, Sign with Singpass in Singapore, and TrustFactory in South Africa. Documents signed using these DSCs offer a higher degree of compliance with local laws, and they are legally recognized by the respective governments.
Qualified electronic signatures via Uanataca, EU eID, and InfoCert
Qualified electronic signatures (QES) are backed by digital signature certificates issued by accredited qualified trust service providers (QTSP) in the EU in accordance with the eIDAS regulation (EU 910/2014). They are the only type of digital signature that has the equivalent legal effectiveness as wet signatures in the EU. Zoho Sign partners with qualified trust service providers, such as Uanataca and InfoCert, to offer QES services to Enterprise users, in addition to also providing QES via eID verification to all signers in the region.
Trusted document timestamping
Zoho Sign offers trusted document timestamping by integrating with time stamping authorities like GlobalSign, SEIKO, and Uanataca. Timestamps provide an additional layer of security to establish document integrity and help preserve signature validity. They act as proof of the document's existence in its original form at the time of signing while also capturing the signer's intent and consent. They make the documents tamper-proof by preventing future modifications and protecting them from forgery.
Blockchain timestamping captures the signing event in the Bitcoin public blockchain by adding the hash of the signed document in a transaction block. The transaction can be used to verify if the document existed in its original state at the time of signing, as it records the time of the event proving its existence indubitably. With blockchain based timestamping, Zoho Sign offers an additional measure of document integrity verification and publicly establishes signer accountability.
Enhancing the signature process with Zoho Sign
Physical paperwork comes with various downsides that reduce productivity. It also involves a lot of operational costs and fails to provide adequate security, especially for enterprises dealing with large volumes of documents. By switching to electronic signatures with Zoho Sign, enterprises can leverage various features to streamline workflows, achieve faster turnaround time, operate with increased security, and offer a better user experience to their employees, business associates, and customers.
So what are you waiting for? Ease your enterprise signature processes with Zoho Sign today!
Happy (Zoho) Signing!