Digital meetings in the government sector? Then chances are you’re using iBabs. The digital meeting platform makes it easier to prepare meetings, make them more efficient and make concrete appointments. This makes iBabs not only pleasant for board members and the city council, but also for the registry. Discover ValidSign’s renewed iBabs integration.
Decide the location of the signature yourself.
This seamless integration ensures that the last, and equally important, step of the meeting process is completed safely and smoothly. The revamped iBabs integration with ValidSign offers many new functionalities in the familiar way of signing. From now on, it is possible to determine the location of the signature in the document itself. So if you wish to place the signature under the greeting “with kind regards” it’s possible, but it may also be that you would prefer to have it in the upper right corner of the council decision. This way you have full control. Would you rather let the application automatically determine the location of the signature? Great! In this case, the signer only has to give an approval instead of signing.
You choose which form of the digital signature is used. The integration supports both the graphic signature and the click signature. So there are multiple possibilities to digitally sign your decision or agreement.
Decisions can be signed within minutes, the status is always clear and a decision or agreement is automatically archived in the right place in iBabs.
Want to know more about the iBabs link integrated with ValidSign or can’t wait to use it? Contact us soon!
The VALIDSign AFAS connector is now available! Since March this year, customers can digitally sign from AFAS with ValidSign. The link allows users to submit documents for signing in AFAS. Any process that requires signing can be monitored from A to Z in the system. Immediately after digital signing, the document is archived in the correct location in AFAS. In addition to improvements to the look and feel of the connector, this release includes new functionalities such as setting up the sender email and includes a reminder schedule. This seamless integration shortens lead time and provides a better understanding of the signing process.
The new functionalities in a row:
Reminder Schedule Schedule to send reminders in advance so signatures won’t delay your process. The user can specify which reminder schedule should be used per sign request.
Personal sending from AFAS The sender of the transaction from AFAS can monitor the transaction in his/her own ValidSign mailbox. While the sign requests are currently still sent and managed from a general email address, this update allows you to choose a personal shipping.
Automatic removal of the ValidSign environment Once the documents are fully signed, they are automatically returned to AFAS, including proof document. These documents will be automatically removed from the ValidSign environment after the update. Of course, it is possible to keep the documents available for some time in the ValidSign environment so that the external signers can download and archive the documents. The default retention time is 14 days. This only applies to signed documents.
Gebruikt jouw organisatie AFAS maar hebben jullie nog geen oplossing voor digitaal ondertekenen? Neem dan snel contact op, we laten je graag zien hoe ValidSign werkt.
GRATIS WEBINAR OP 17 NOVEMBER
Op dinsdag 17 november geven we van 10 tot half 11 een webinar over de nieuwe Afas connector. Meld je aan en zorg dat je erbij bent! Aanmelden webinar
Burglandbouw is a large Dutch construction company in Dodewaard, Nijmegen. It offers a wide range of construction projects. The organisation is specialised in inner-city building, utility construction, commercial real estate, housing, healthcare and educational institutions. The core business of the construction company is the preparation and direction of the various construction projects in which sustainability plays an important role. Every year, approxamately 40 projects are run across the country in which the 60 employees stand for decisiveness, commitment and reliability. Document signing is always a struggle, so they chose to sign from any location with the digital signature of ValidSign.
In 2015, the organization realized that it was working with a number of cumbersome signing processes. Several processes could be optimized by a digital signature. From a legal point of view, the possibility of actually regulating the digital signature within Burgland agriculture did not yet exist. Vincent van der Dussen, Controller at Burglandbouw: “We have been working with the document management system DigiOffice for a few years, It one of the solutions of the IDB group. When they told us about ValidSign, we immediately got excited.” Burglandbouw has been using ValidSign since January 2019 and process acceleration was the primary reason for aring the digital signature.
Process acceleration and comfort
A construction project involves many contractual commitments. Several parties work closely together to bring a project to a successful conclusion. Both customers and their own employees are often not in the same place, wherefore a document previously had to be drawn up, printed out, signed, scanned and sent by mail or mail to the next signer. This process repeated itself until the contract was final. The signing process could take several weeks. Van der Dussen: “With the digital signature, contracts are often closed the same day since even a signer on location immediately receives a signing request on his phone or iPad and signs from 200 km away.” Fewer actions are needed to get documents signed. Therefore employees not only consume less paper but have more time left and can focus on other activities as well.
Integration with document management system
ValidSign’s digital signature solution was chosen at the time to ensure the usability of the solution and the existing integration with the DigiOffice document management system. Due to the integration, documents are sent out from DigiOffice, and archived afterwards without having to leave DigiOffice. “This is a nicely streamlined process that offers stability and always works properly”, says van der Dussen.
For larger construction companies, guarding contracts and the associated signatures is timeconsuming. At the moment ValidSign is used intensively. The entire purchasing department uses the solution to sign purchase contracts and project agreements. “It is fantastic that documents as purchase conditions or safety rules can be added to the transaction without having to be signed,” says van der Dussen. In order not to lose sight of the signing requests, ValidSign provides a dashboard within the signing platform with an overview of all transactions. The ValidSign dashboard gives an overview of the number of documents sent and (not yet) signed. “When a signing is delayed, one of our employees sends a reminder to the signers,” says van der Dussen.
Future with ValidSign
Digital signing cannot be ignored for the future within Burglandbouw. The Purchasing Department indicates that ValidSign is a user-friendly solution that they started to use independently immediately after implementation. According to van der Dussen, the digital signature could also be used for other processes. The signing of for instance employment contracts is still done on paper, which can be very time consuming. “I am convinced that we will use ValidSign for more and more processes until the entire organization is finally digitized,” says van der Dussen .
Business processes are accelerated by the use of digital signatures, that’s no different during the corona pandamic. ValidSign has experienced a significant increase in customer growth in recent months, which is expected to continue in the oncoming months. In addition, several existing customers have increased the number of transactions in order to be able to send more documents to sign. The main reason for this is that working from home hinders the organisation’s signing process. Internal and external signers are unable to physically sign a document or there is no printer or scanner available at home.
Signing from home
Despite the ease of the Covid-19 restrictions, most people will still be working from home in the coming months. The digital signature makes it possible to sign documents regardless of place, time and device. From the signing platform, documents are presented by mail for signature to the signatories. In this way, signing processes can be handled from home without the need for a pen. Because ValidSign is an enterprise solution, it integrates with other applications so that documents can be digitally streamlined from your own software application.
In addition, transactions are viewable for users. A sign platform has a dashboard upon which you can monitor all transactions. Every sign request can be followed closely, especially now postal services are facing delays, this ensures your control over the documents that still have to be signed. Do you still have to wait for a signature? ValidSign has a reminder functionality that kindly asks the person to sign the document using an automated message. Therefore the digital signature ensures that documents can be signed during the current crisis and business processes do not come to a standstill.
How recognisable: you are almost going on holiday but everything still needs to be completed at work before you leave. So are the documents to be signed in ValidSign. Documents are still pending, the customer has yet to sign or new transactions have yet to be created. Also during your holiday. How are you going to fix this? Don’t worry, because ValidSign’s permission feature allows you to empower your colleagues so they can manage your transactions. They can create new transactions, archive completed transactions, and send reminders to people who still need to sign a digital signature, all from your account. You can transfer your transactions to your (close) colleague with peace of mind. To do this, you only need to add that user to “Access to Permission”. This feature can be found under the heading “My Account” at the top right of your dashboard. Below is a step-by-step instruction.
1: At the top right of your dashboard, click your name.
2: You choose My Account.
3: Then, in Access to Authorization, find the right person. Then select it and then pat Save. This empowers your colleague to manage your transactions. Would you like to stop the permission for your colleague again? Then go back to Permission Access, select the user in question, and delete it. Then click Save. As a result, the user will no longer have access to your account.
Authorized user If you are authorized by your colleague, you can see that by the additional icon at the top right of your dashboard (see image below). By clicking this permission button, you can access your colleague’s account. In the emerging screen, select your colleague and then choose Manage Start. Then all transactions come into view of the relevant account. Do you want to turn this feature off again and return to your own transactions? Dat klikt u nogmaals op de machtigingsknop en kiest u voor “Beheren stoppen”.
Defer or delay permission (right at the top of your dashboard)
In no time, your colleague is authorized or can manage your colleague’s transactions so that you (or your colleague) can go on holiday without any worries.
ValidSign wishes you a great summer!
Do you have any questions? Please contact us via firstname.lastname@example.org.
Did you know that you can add your own graphic signature to your ValidSign account? When you digitally sign documents, your personal scribble will appear on the document. Learn more about the graphic signature and how to install it.
Digital signing with your ValidSign account can be done in two ways: through the “click signature” or the “graphic signature”. The click signature is generally the most commonly used and is set by default. On the other hand, you can set up, save, and then reuse the graphic signature for each transaction.
The graphic signature corresponds to the “wet” signature; it is similar to the “scribble” of the signer you see on the signed document. The click signature only shows your name and the date of signing. Both signatures are equally legally valid, but given the similarity to the wet signature, the graphic signature is used by many rather than the click signature. The graphic signature most closely resembles the handwritten signature on paper and therefore feels more familiar.
How do you set up the graphic signature?
In your ValidSign account, you can click on your name at the top right, after which you’ll end up on the menu. Here you choose “My Account”.
Then, within “My Account”, you can choose “Signature”. This screen allows you to set your graphic signature. This is best done on a smartphone or tablet, as recreating your graphic signature is more difficult on your laptop/PC. By using your finger or a pen suitable for touchscreens, you can set up your scribble via your smartphone or tablet. You can customize the signature as often as you need.
How does the graphic signature return to the document?
When you offer a document to be signed in the ValidSign environment and you’ve dragged the signature box to the right place, you’ll see a gear at the top right of the signature box. By clicking on the gear, you can choose the graphic signature. After signing, your personal graphic signature will appear here that you have set up in advance.