Digitally sign your documents with the new AFAS connector

Digitally sign your documents with the new AFAS connector

April 22,  2021 10:00 AM – 10:30 AM

The new AFAS connector enables users to submit documents to be signed in AFAS. Every process that requires signing can be monitored from A to Z in the system. Immediately after digitally signing the document, it is archived in the correct location in AFAS. In addition to improvements in the look and feel of the connector, this release includes new functionalities such as setting the sender e-mail and including a reminder schedule. This seamless integration ensures a shorter turnaround time and offers a better insight into the signing process.

During the webinar you learn everything about the different functionalities of the connector and how it works. The reminder schedule is one the new functionalitities of the AFAS connector. This functionality enables users to schedule the sending of reminders in advance so that signatures are no longer delayed. The user can indicate per signing request which reminder scheme should be used.
In addition the sender of the transaction from AFAS can monitor the transaction in his / her own ValidSign mailbox. While the signing requests are currently still sent and managed from a general e-mail address.  With this functionalitity it is possible to opt for a personal sending.

As soon as the documents have been fully signed, they are automatically written back to AFAS, including an audit trail. These documents will be automatically removed from the ValidSign environment after the update. However, it is possible to keep the documents available for some time on the ValidSign environment, wherefore the external signers can download and archive the documents. The standard retention time is 14 days. This only applies to signed documents.

Does your organization make use of AFAS and would you like to know what the digital signature can do for it? Register now for the free webinar!

How does your organization remain reliable for external parties during a new wave of ransomeware attacks?

How does your organization remain reliable for external parties during a new wave of ransomeware attacks?

You may have heard about it, but we would like to remind you again of a possible new wave of ransomware attacks. Since last week, there have been several reports by organizations that have received phishing emails with malicious software. Cyber criminals block or encrypt your files using this so-called hostage software to extract ransoms. Very regularly, emails are sent in the name of a well-known organization, so that sometimes you open the mail and fall into the trap even without looking.

There are multiple actions you can take to prevent a ransomware attack. By investing in good antivirus programs and updating software updates directly, you are already 1-0 ahead. But don’t forget to use your common sense and check the sender’s address with each incoming email and see if it really comes from the organization they say they are.

Now that you know how to prevent such an attack, we’d like to tell you what you can do to be transparent and trustworthy to third parties, at a time when ransomeware attacks are the talk of the day:

Communicate to third parties what email addresses and means of communication are used by the organization

Assuming you have the right addresses of customers and partners, it is important to communicate through which business email addresses are communicated. In this way, each third party can check whether an email from your organization name has actually been sent by your organization, and therefore it is not a phishing email.

To be even more transparent towards customers and partners, you could share a list of unused means of communication. Banks do it regularly. Consider, for example, the numerous reminders you receive each month about the fact that your bank would never call via email or WhatsApp message to make a password change or transfer money. You can create a similar message for your externals.

Digitaal ondertekenen

By signing digitally you can be sure that the right documents will be signed quickly and securely. Documents are signed legally from a highly reliable digital signing platform as ValidSign. The documents are digitally sealed and are immutable after signing.

Now I hear you think, but what if cybercriminals mount a ransomeware attack with an email address that is almost identical to the sender address of validsign in this case? This has indeed happened recently with another organization within the field of digital signing, but ValidSign has found something on this! ValidSign’s digital signature offers the possibility to set up your own sender’s address. This Sender Mail Module sends all sign requests from your organization regardless of whether the sender has their own ValidSign account or not. The sender mail is fully arranged based on the branding of your organization so that each sign request is reliable and recognizable to the relevant signer. Sounds safe, right?

Now I hear you think, but what if cybercriminals mount a ransomeware attack with an email address that is almost identical to the sender address of validsign in this case? This has indeed happened recently with another organization within the field of digital signing, but ValidSign has found something on this! ValidSign’s digital signature offers the possibility to set up your own sender’s address. This sender mail configuration sends all sign requests from your organization regardless of whether the sender has their own ValidSign account or not. The sender mail is fully arranged based on the branding of your organization so that each sign request is reliable and recognizable to the relevant signer. Sounds safe, right?

The three servers that support sending the sender mail are: DKIM, SMTP and Mailrelay. Before you can use this module, a validation will take place in the domain of your organization in which ValidSign is authorized to send the sender mail from the organization. By including these addresses in the list discussed in point 1, you will save two birds with one stone.

Do you want more information about the Sender email module or do you have other questions? Feel free to contact support@validsign.nl.

5 reasons to sign digitally with ValidSign from AuditCase

5 reasons to sign digitally with ValidSign from AuditCase

AuditCase is a CRM system and document management system (DMS) of CaseWare. This software allows the accountant to carry out most of his work in a streamlined way. The combination of a CRM system and DMS system is quite unique because you create a document from your CRM system and it is automatically archived in your DMS after signing.

The link between AuditCase and ValidSign ensures that the final step in the process of an accounting firm is completed digitally as well. There are no more printers and paper involved. The entire process is digital. Do you use AuditCase or is it scheduled to become a customer but do you still sign on paper? Continue reading. We’ll tell you what the advantages are of the connection with the digital signature of ValidSign.

1. The digital signature ensures a fully streamlined process

To digitize the entire process of an accounting firm, only one thing was needed. A link between AuditCase and ValidSign’s digital signature. Since January 2019, this link can be used by AuditCase customers. This seamless link allows the entire process of an accounting firm, from the creation of a document to the internal approval process, the status information and archiving to be handled in one go. Richard Schiphorst, Managing Director at CaseWare Netherlands: “ValidSign’s digital signature was the missing link in our workflow optimization”.

The document is created in AuditCase. The location of the signatures is determined at that time or is determined in advance by a template. Whether it is the contract confirmation, minutes or declaration of agreement, all documents can be presented directly to the customer by the auditor for signature. The customer receives a sign request by mail, following which he digitally signed the document. Should the accountant also put his signature on the document? That’s possible! The accountant can make his digital signature in the same way as the customer. When the signature is completed, the signed version of the document is automatically placed in the correct place in the AuditCase DMS.

2. Your signed documents will be extra protected

ValidSign’s digital signature is fully legal and has the same value as an ink signature.

During a digital signing, multiple digital data is collected. Both the name and address of the signer, as well as the time and date of signing are recorded. When all the necessary signatures are made, the document is sealed and the digital variant remains unchanged. Depending on the auditor’s wishes and the burden of proof of the documents to be signed, additional verification methods such as a TAN code via SMS or bank authentication with iDIN can be added.

A paper document, on the other hand, often stays with one signatory for too long or gets lost. There is a chance that the document will be seen by someone for whom it is not intended. With digital signing, you don’t have these problems anymore.

3. Documents are signed independent of time and device

Wherever you are, ValidSign’s digital signature solution allows you to digitally sign documents including your order confirmation, meeting minutes and deposit at any time of the day from any location. If you use AuditCase on your desktop, you may be sending and signing your documents from there. Is a customer not at home to sign the received documents? No problem! The customer easily signs all documents from his mobile phone or iPad. This way, the signing process is accelerated up to 80 percent.

4. Volledige compliancy

In addition to ensuring the safety of your documents, the link also ensures that your file is fully in order. You no longer have to think about whether or not a contract confirmation has come back. This can be seen at a glance in the dashboard. In addition, with the communication with ValidSign, you are also sure that the organization will perform all contacts in AuditCase, as this is necessary to send documents via ValidSign. This way you also make sure that your CRM is filled and kept up to date.

4. The link is easy to request

The link between AuditCase and ValidSign is easy to request. An AuditCase customer with an ongoing maintenance contract could start using it on the same day. AuditCase customers who are not covered by this customer group are advised to enter into an entry-level agreement with ValidSign or the integration partner of the two parties, Full Finance Consultants.

Do you want more information about the integration between ValidSign and AuditCase or do you have other questions? Feel free to contact support@validsign.nl.

 

5 tips for sales professionals to get a proposal signed (faster)

5 tips for sales professionals to get a proposal signed (faster)

As a sales professional, you live for the thrill of making a deal. Especially when it comes to a special customer. That big one or just that prospect from that totally new market, that makes your heart jump. But what if you can’t visit in person or when the signing process, of the contract mailing, the customer reading it, having it printed, signed with one or more signatories, scanning and sending it back again takes too long?

As a sales professional, you know better than anyone that the speed and efficiency of the signing process can determine the signed return of the quote. Our own Senior Account Manager Gertjan van Ek will give you 5 tips to get a proposal signed back (faster)

Tip 1: Digital signing

Assuming you’ve spoken to the right people and sent the quote to the main decision makers, switching to digital signing is a must when it comes to getting contracts and quotes signed back quickly. The easier you make it for the signer, the more likely it is that that person will sign his or her signature. The relevant signer receives a request via email to sign digitally. This way, the signer can sign the quote anytime and anywhere. All you need is an internet connection and access to your e-mail

Tip 2: Set a tight deadline

Without sounding intrusive, setting a tight deadline is an important factor in the signing process. Make sure you’re on the same page with the prospect.
Make clear agreements about the further progress of the sales process and agree:

  1. When you expect to have the signed contract back;
  2. That you are always available for further questions;
  3. That you will proactively contact your prospect when you’re nearing the deadline.


ValidSign’s digital signature makes it easy to create a reminder scheme. For example, you can plan a reminder 3 days after sending, 2 days before the end of the deadline and again on the last day. This way, you approach your prospect proactively and it’ll prevent you from being late or completely forgetting to get in touch. On the day of the deadline, I usually call the signer. Perhaps the deadline was unrealistic or maybe there are still doubts within the organization. With a personal conversation, you can fix that.

Tip 3: Deliver all the necessary documents at once

As has already been stated, it is important to keep the signing process as fast and simple as possible for prospects. Sending quotes by post is no longer an option.

Fortunately, many organizations work digitally so you are no longer dependent on the pace of a postal company. For example, if you send your quotes by email, make sure that all the necessary documents are in one email without the need to send separate documents. This way you eliminate the number of actions that the prospect must take in order to finally sign the quote.

Sending your quote by mail is not the most efficient solution. You still ask your prospect to print, scan and manually return the documents. The digital signature eliminates these steps. The prospect only needs to open and sign the sign request using a graphic signature or click signature. In addition to documents to be signed, other documents can also be sent as an attachment. So the prospect has everything he or she needs to sign the offer.

Tip 4: Identify people who have signing authority

Even when both parties strive to meet the agreements made, something can happen that causes you to not receive a signature in return. Think, for example, of the scenario where the signer is temporarily unable to work due to illness or other private circumstances and no signed quote returns. The wet signature does not allow another person to sign the same document. You will have to draw up a new quote addressed to the new signatory. The digital signature eliminates these time-consuming actions through the permission functionality. Empower someone to sign a document addressed to you? Yes, that’s possible! By selecting the permission functionality while creating the transaction, you give the recipient the ability to forward the signing to another character within the organization. The identity of the authorised signatory is recorded using his or her email address and a two-factor or more factor authentication including SMS, iDIN or DigiD authentication. This ensures that only the authorized person can view the document and sign it.

If you yourself or another authorised signer within your organization is not able to sign a contract or offer, it is also possible to authorize your own colleagues to sign for you.

Tip 5: Timing

Finally, timing plays a crucial role in the sales process. The combination of being flexible, communicating and signing makes it easier for the customer to agree to the assignment. However, this is often overlooked.

During the first conversations with a prospect, I try to find out what important actions and events are planned that concern them at this time and in the next quarter in order to determine the right timing.

Consider the following factors:

  1. Corporate events
  2. Industry related events
  3. Industry related news

Keeping the contact between you and the prospect warm after you send the assignment is also important. It can be as simple as knowing that there is a busy period approaching for a prospect and contacting the question of how you can help to reduce their workload.

In addition, it helps to build trust. Providing a listening ear or providing additional information at the right time can be the difference between a lost deal and closed won.

Now that you know how to ensure the speed and efficiency of the signing process, you’ll get those deals signed back and your business won’t stand still!

End 2020 safer? Valuable AddOns for 2021!

End 2020 safer? Valuable AddOns for 2021!

In just a little while, 2020 will be over and we will be at the beginning of a new year, with new goals that will hopefully lead to good performances. But now that we are still in 2020 and you may not have completely exhausted your budget, ValidSign offers three security modules that will help you achieve your goals for 2021. The SSO module, the Sendermail and iDIN authentication of ValidSign are AddOns that are now available.

One-click access with SSO

Do you gain automatic access to the applications and resources within your organization? Then there is a good chance that you are using Single Sign-on software. Many organizations already use SSO in combination with their CRM and business system or HRM software, but from now on ValidSign also offers this option.

ValidSign offers the possibility to log in by means of Single sign-on. With this module, an end user only has to log in once, after which access is granted automatically to multiple applications and resources in the network of the organization. By linking the service provider ValidSign to the identity provider of your organization, you can log in to ValidSign using a two factor authentication. This is not only easy and saves a lot of time, the module immediately leads to a greatly improved security. The four entities supported by ValidSign are: Azure, AD (Active directory), ADFS and Okta. So if your organization uses one of the previous providers, ValidSign can be linked to this.

Send from your own domain

One of the other AddOns that you could consider is ValidSign’s Sender Email. With this module, all signing requests are sent from your organization, regardless of whether the sender has its own ValidSign account or not. The sender email is fully set up based on the branding of your organization so that every signing request looks reliable and recognizable to the relevant signer.

The three servers that support sending the sender mail are: DKIM, SMTP and Mailrelay. To be able to use this module, a validation takes place in the domain of your organization in which ValidSign is authorized to send the sender email from the organization. In addition, logo and content branding will be set up to personalize the mail.

iDIN authentication

 iDIN is a Dutch online identification tool. With iDIN a person can identify himself or herself through his or her bank details. The link between ValidSign and iDin acts as a second factor authentication during a signing to check the identity of the signers even more strictly. This is the solution for authentication with a minimum substantial reliability level.

Do you want to make the signing process even more efficient in 2021 by arranging one, two or all three AddOns within your organization? Do not wait any longer, discuss this quickly with your system administrator and submit your application today!