Sign directly from 200 km away

Sign directly from 200 km away

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.

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.

Insightful

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 .

Building bridges with ValidSign’s digital signature

Building bridges with ValidSign’s digital signature

As one of the 21 regional water authorities in the Netherlands, Waterschap Rivierenland is driven by the mission “to ensure safe dikes and a balanced water system.” Waterschap Rivierenland operates in the provinces of Zuid-Holland, Gelderland, Noord-Brabant and Utrecht, from a centrally located office located in Tiel. The organisation takes care of various tasks in the field of water management including water quality and quantity, waterway management, flood defences and calamity care.

 

Process optimisation

Since September of 2019 Waterschap Rivierenland has been using the digital signature of ValidSign. The reason for this was to optimise the process of signing several agreements in the department of Land Affairs. For the conclusion of agreements, the department is heavily dependent on external signatories who cannot sign at the same time and at the same location. Documents were prepared, printed out, placed in a folder, signed internally, sent to the customer by post, signed by the customer, returned, internally checked, the cover letter was added, re-signed internally and sent back again by a messenger. The lead time of this process was at least two weeks. Cindy Lelie, Land Affairs employee at Waterschap Rivierenland: ” With ValidSign, an agreement can be completed within an hour. All necessary steps are now successfully completed in a single action. There’s no longer need for a printer and the documents no longer have to be sent by post to contractors.”

 

Dashboard Overview

In addition, ValidSign makes it possible to monitor transactions. The dashboard displays all transactions. Lely says: “I can see when and by whom the transaction was created. You can also monitor who has already signed his or her signature and who is still waiting. If a signature is delayed, the reminder functionality will be used and the signer will receive a request to sign the document.”

 

Customer satisfaction

Shortly after the implementation, the employees were already able to use ValidSign and various business processes were accelerated by using the digital signature. At the moment, the solution is used to sign the user agreements including rent, lease, maintenance and loan agreements. “We stand for reliability and professionalism and we would like to express this. ValidSign contributes to this with the user-friendly platform, the beautifully designed website and the fast support department.” says Lelie. As a result, the customer also receives the right service from Waterschap Rivierenland.

 

ValidSign Expansion

For Waterschap Rivierenland, digital signing has proved to be an inevitable step. In the future, it will not only remain with the digital signing of user agreements within the department of Land Affairs. “Purchase contracts in the Procurement department and legal documents in the Legal Department are also likely to be digitally signed in the future,” says Lelie.

Digital pillar for organisations during the corona crisis

Digital pillar for organisations during the corona crisis

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.

Transaction monitoring

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.

Feel free on vacation: empower your colleague in ValidSign

Feel free on vacation: empower your colleague in ValidSign

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 support@validsign.nl.

Graphic signature: what is it and how does it work?

Graphic signature: what is it and how does it work?

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.

Graphic signature

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.

Questions? Feel free to contact us.

Accountants get your administration completely in order with ValidSign

Accountants get your administration completely in order with ValidSign

File formation is an essential part for many organisations. Documents are correct for your clients and, of course, for yourself. A large part of these documents contains an (or more) signature(s). At many offices it is difficult to archive all documents with signature. Especially documents where clients (or external parties) place a signature on. Het komt regelmatig voor dat deze documenten in de administratie ontbreken omdat deze niet ondertekend retour komen. Hoe zorg je ervoor dat deze administratie volledig én op orde is?

Insightful sign-up process

Voor organisaties is het vaak niet inzichtelijk waar een document zich in het ondertekenproces bevindt. Na het uitsturen van een document ter ondertekening ligt de actie bij de externe partij en is het wachten op een respons. Maar vaak komt die niet. Tegelijkertijd heeft u belangrijkere zaken waar u zich op richt en voor u het weet ligt het ondertekenproces alweer een poosje stil… Maar dat kan anders!

ValidSign automatically records documents in your archive system after signing. In addition, you can send reminders to your customer to speed up the sign-up process. You have real-time insight into all the documents you sent for signature through the sign-up platform. Ook is het mogelijk om ValidSign te koppelen aan uw eigen Document Management Systeem, waardoor het nóg makkelijker wordt om al uw documenten op één plek terug te vinden.

Nice administration

Due to the insight of the sign age process and the automatic archiving, your administration is in order and you no longer have to wonder if something is missing. A digital signature is easy to collect, you not only relieve yourself but also your customers. You don’t have to worry about the administration anymore, but you can fully focus on your business.