Wortell significantly accelerates sign-up process

Wortell significantly accelerates sign-up process

What was the problem?
Wortell is a Microsoft service provider in Azure, SharePoint, and Office 365. The sales team consists of many account managers who serve both new customers and existing customers.

Previously, contracts were sent by email and it was unclear what the status of a contract was. A customer had to print, sign, scan the contract and then return it. The signed contract was then manually stored in the digital customer file. A labour-intensive process in which it was often forgotten to save the signed contract. This therefore caused a delay in the financial settlement. Especially when you consider that it’s 50 to 100 contracts a month.

What was the solution?
Wortell uses ValidSign to legally and digitally sign documents, in combination with the ValidSign connector for SharePoint Online. From SharePoint Online, a new contract is created and stored in the customer file. Through the ribbon, a contract can be signed and sent directly to the customer. The customer receives the digital contract and can easily sign it online. If necessary, this person can also proceed with the contract to his/her manager. Once the contract is signed, it is automatically placed in the digital file.

What is the result?
Because contracts are now signed digitally and legally validly, the status of contracts is always known. In addition, a minimum of 10 minutes of time is saved per contract because fewer manual actions are required. This reduces the time to sign contracts, allowing Wortell’s account managers to serve more customers.

Wortell’s account managers are now able to send contracts both in the office and on the go and see the status. Because of validsign’s great success, Wortell has incorporated the digital signature into its own products and offers it to its own customers. In the future, other departments will also use ValidSign, including HR.

City of Utrecht “ValidSign is spreading like wildfire “

City of Utrecht “ValidSign is spreading like wildfire “

Utrecht, 30-1-2020. Dutch municipalities today have to deal with the digitisation task of government. Sustainability plays an important role in this. Processes can be digitized in different ways and the digital signature is one of them. ValidSign’s solution has been supporting the city of Utrecht since the beginning of 2018 in its digitisation process. For the municipality with more than 1000 employees, the solution has become indispensable.

Process optimization and insight

Within a municipality, a huge number of documents are signed. Complex sign-up processes are regularly involved when multiple signatories who are not working in the same location have to sign one and the same document. “Documents were previously drawn up, printed, signed, scanned, sent by mail or mail and archived manually afterwards. As a result, documents remained for a long time, damaged or came back incomplete. Fortunately, this no longer happens within the processes where ValidSign is used.”, says Frank Visser, Functional Administrator at the Municipality of Utrecht.
The Municipality of Utrecht ended up at ValidSign by tendering a European tender and during the project “Digital signing externally” in 2018 they started the platform. Process optimization was initially the reason to arrange ValidSign. The digital signature solution allows documents to be sent out digitally for signature, eliminating a whole number of steps from the sign-up process and their status is insightful afterwards. At the time, a pilot was launched for the signing process on evictions for social rented housing. A rent arrears of 2 months can give the municipality reason to remove the tenant of a social rented property from the property. ValidSign allows an eviction form to be signed digitally without the chance that citizen data will be available on the street.

Organisation broad

“We realized that the digital signature could provide a solution for many more colleagues. The fact that most ValidSign users within the municipality of Utrecht have started using the solution by word of mouth is actually enough. The ease that the solution brings is unprecedented. A few months ago, a news item about ValidSign was posted on the intranet page of the municipality. As a result, more questions about the solution poured in,” says Visser. Ali Provily and Frank Visser have been held responsible for the roll-out of the signing solution within the municipality of Utrecht. Thanks to the user-friendliness of ValidSign, they got to know the product well enough within a short time frame to be able to transfer it internally to colleagues. They host at least two internal ValidSign demonstrations every week.
ValidSign is therefore being used for more and more processes within the Municipality of Utrecht. First of all, the Purchasing Department makes the most of the solution to have both internal and external documents, including procurement contracts, signed digitally. For example, it could take weeks for a purchase contract to be completed. By sending the contract digitally for signature, it will be completed within a few hours. If it takes too long, a reminder will be sent to the signer so that he or she signs the document on the same day. ValidSign is also used by the HR department to sign secondment contracts that hire external employees. Previously, one depended on the physical presence of a signatory and now the employment contract is sent and signed digitally. In addition, the Work and Income Department uses ValidSign to sign cash distribution agreements. Many more documents are signed digitally within the municipality, but due to GDPR legislation, the application administrators cannot see this.

The future

Digital signing cannot be imagined for the future within the municipality of Utrecht. Visser explains: “We hope that the entire municipality will sign digitally with ValidSign within two years. Every head of the department of the municipality of Utrecht has been informed of the solution and increasingly transfers the solution to colleagues within his or her department when a particular process can be optimized with ValidSign”. Within the municipality of Utrecht, work is being done with the Enterprise Content Management System Alfresco. Once the integration with Alfresco is realized, this process will only be accelerated. Documents can then be sent out, managed, and automatically archived after signing in the right place in the Enterprise Content Management system.

Sustainable building with ValidSign’s digital signature

Sustainable building with ValidSign’s digital signature

Since 1920, the construction company has been at the heart of the organization. The 350 employees of the Nijs are jointly responsible for the development of various construction projects. Around thirty projects are run simultaneously either themselves or together with partners. For the construction projects, this modern builder combines old-fashioned reliable craftsmanship with innovative developments, in which the environment plays an important role. The two companies, M.J. de Nijs and the Nijs Castricum provide private construction, management and maintenance. In addition, the organization runs a carpentry factory in which its own window frames and other wooden elements are produced so that it can be sure of high quality.

As a specialist in the field of inner-city building large and small, often complicated projects, obtaining the necessary signatures per project became almost impossible. The signing process could take three weeks. Since November 2018, de Nijs has been using validsign’s sign solution and process optimization was the primary reason for this. The signing process of several business procedures was very cumbersome. Within the construction sector, complex sign-up processes are often involved because there are always several parties that do not work in the same location, agreeing to an agreement. “Bastiaan de Geus, Application Manager at the Nijs explains: Previously, a document was drawn up, printed out and placed on the desk of the first sign competent for signature. The documents remained for a long time and had to be sent by e-mail to the external signatories after internal signing. Which had to be archived manually after external signing. Fortunately, this doesn’t have to be anymore.”

“I think it’s fantastic that the management can sign the necessary documents from home even after working hours”
The solution
De Nijs joined ValidSign through another construction company that is already using the ValidSign solution. “We realized that the signing processes within the company could be made more efficient,” said Diane Naber, Purchasing Administrative Officer.
At the time, validsign’s digital signature solution was chosen for its user-friendliness and existing integration with the Docstream document management system. “Documents are archived in docstream immediately after signing and are easy to see afterwards,” says De Geus. The sign-up solution has made contracts concluded more quickly because drawing powers can still sign and return the necessary documents on the same day, the same day. As a result, weeks change into days or even hours. This reduces the distance between the management secretariat, the employees working on site and the office staff. “I think it’s fantastic that the director can sign the necessary documents at home even after a long working day,” says Naber.
Shortly after implementation in the Purchasing Department, more departments within the Nijs followed. The solution is now also used by the Executive Secretariat for the signing of subcontractor agreements and the ICT department has user agreements signed via ValidSign.

Reliability and transparency
“ValidSign’s sign solution spreads like an oil slick within the Nijs,” says De Geus. A major cause of this is the full legal validity that the solution offers. Millions of contracts are regularly concluded by the Nijs for which this is essential. This was a requirement for the management. The wet signature is replaced by a digital signature without changing its strength. In addition to reliability, the Nijs with ValidSign can also offer transparency to partners and customers by inserting its own corporate identity into the ValidSign platform. This was visualized and implemented immediately after the purchase of the solution.

A future with ValidSign
Digital signing cannot be imagined for the future within the Nijs. Once the checkout states can also be signed with validsign’s solution, it will most likely spread throughout the company. This is because business leaders with a huge reach within the organization will work with ValidSign. Several integrations will then have to be developed because different applications will be used within the Nijs. “This will certainly happen in the near future, which will ultimately lead to full digital signing within our organization,” de Geus said.

Secure digital signing? Yes We Can!

Secure digital signing? Yes We Can!

About Yes We Can Clinics
Yes We Can Clinics is a youth clinic for young people aged 13 to 23 with mental health problems, addictions and/or behavioural problems. The professionals working for YWCC help young people and their parents get their lives back on track. Yes We Can Clinics has both a national and international clinic. The international healthcare clinic has been around for about two years now and started digital signing with ValidSign. Safety is of paramount importance at Yes We Can Clinics. ValidSign provides this assurance: documents can be safely offered digitally for signature.

“For Yes We Can Clinics, there is the need for validsign to sign place and time independently”

Place and time independence
Digital document signing is a necessity for ywcc’s international clinic. These are young people from different countries and even continents. Brigitte de Jager, Senior Policy Advisor at Yes We Can Clinics, explains: “In the international clinic there is the need for the application of ValidSign, because then we can not ask if people “come” to sign. We have international patients from Africa, Europe, Asia and South America, you name it. The digital signing of documents is done in the intake phase, i.e. before the treatment plan/treatment agreement is drawn up. In addition, in the evaluation phase, for the signing of evaluation forms. It is no longer necessary to let all persons come together to sign.
“It is very important in healthcare that you agree very well on what is going to happen and for what purpose. You also need a lot of consent statements. Permission to share statements with another health care provider. This process is very important and privacy-sensitive in healthcare. The documents are signed by the practitioner and the patient and/or the parents. This too is of course a reason to opt for ValidSign. There are several parties that have to give approvals and they don’t have to be on the spot at one point,” says Brigitte. “This can then be signed neatly in succession via ValidSign.”

In addition to place and time independence, safety is an important factor for Yes We Can Clinics. “Our target group is very sensitive to privacy and that’s why they also choose a clinic that values privacy,” says Brigitte. This is about safety in the area where they reside, but also about the safety of patient information. “Patient information is hypersensitive information. The whole life story of patients is contained in those documents and, for example, which Medication they use. With ValidSign, the documents can not only be signed legally, but also securely.”
In addition, overview also plays an important role. “The moment we have sent the documents digitally, it is easy to refer to those digital documents. We also have an electronic patient file, preferably with as little scans of paper documents as possible.”

Nationally and internationally
The employees who work with ValidSign were immediately enthusiastic after the introduction. “We really saw the possibilities for other fronts within Yes We Can Clinics.
In addition to the international branch of the organization, the HR department and the secretariat of Yes We Can Clinics already works nationally mainly with ValidSign to prepare the form flow. They format the documents and manage them. Brigitte: “That is also our bet, that practitioners have as little to do with paperwork as possible. That’s not their job. The secretariat prepares it and signs the practitioner. It is crucial in such a system that it does not have to think about it for someone who has to sign.”

The use of ValidSign pays off from day one. In addition, consideration is also given to possible next steps relating to an even more efficient way of working. “The best thing would be if the Electronic Patients Dossier (EPD) and ValidSign are linked together. We did talk about the fact that documents automatically enter the system, now it all has to be stored manually. And linking address information is also useful,” says Brigitte.

O2 Accountants: “I wish I had started ValidSign ten years earlier!”

O2 Accountants: “I wish I had started ValidSign ten years earlier!”

We always say: customers pay us to think, not to do. ValidSign helps with that. All that “do” work: print, make sure the partner is there, sign it, then copy and save again, put it in a letter. That doesn’t really make any sense when it’s easier. ValidSign’s digital signature is the solution for this,” says Teun den Ouden, Partner O2 Accountants

O2 Accountants

O2 Accountants is an accounting company with four different branches in the Netherlands, founded in 2002. Since its inception, the organization has grown rapidly and 700 customers are currently served. O2 Accountants is distinguished by the consultancy work; 40 of the work is spent on the right tailor-made advice for the customer. The motto is: “Customers pay us to think, not to do”. ValidSign’s digital signature solution fits perfectly with that.

Process acceleration and insight

Since the beginning of 2017, O2 Accountants has been using validsign’s digital signature. The reason for this was that it generally took a long time for documents signed to come back. Sometimes they didn’t even come back signed. The turnaround time was very long or even infinite. In addition, there was no insight into the number of documents that were available for signature with customers. “We wanted to speed up the signing process, but also to gain a better understanding of the number of documents being sent out,” says Teun den Ouden, Partner at O2 Accountants.
Previously, everything went by post and the secretariat had to prepare and send everything manually, often in duplicate. There were a lot of actions involved. Margot van der Sluis, secretarial assistant at O2 Accountants, had to deal with this daily and explains: “Since the use of ValidSign, our time savings have increased by 70. Purely because of the reduced number of actions. We no longer need to print or scan documents. I’d be very depressed if this was reversed.”
How Did O2 Accountants end up at ValidSign? Primarily by the reference of account office Accon AVM. Teun explains: “Accon AVM was in a trial period at ValidSign and was very enthusiastic.” In no time, O2 Accountants was already able to work with ValidSign. “We got a demo from the consultant and after the rendition we started working on it the same day.”

Click & ready

All outgoing documents within O2 Accountants are currently no longer sent by post, but digitally via ValidSign for signature. Annual accounts, commission letters, normal letters, you name it. These are at least 4,000 documents a year. These are digitally drawn up and sent by the Secretariat of O2 Accountants. “The accountants themselves no longer have to worry about it. They just need to open the email with the sign request and click to sign,” says Teun. ValidSign offers a digital platform with a dashboard that shows all transactions. “ValidSign’s dashboard gives a nice overview of the number of documents sent and (not yet) signed. The lead time is shorter and we have insight into the entire signing process.”
In addition, it also becomes easier for customers to sign documents quickly. “You notice that the threshold for the customer is lower and the feedback is higher. We no longer have to whine to the customer to sign because it’s easier.”

Business growth

O2 Accountants has grown strongly in recent years, each year by about 15. “We’ve really grown, but the secretariat has remained the same.” The digital signature allows significantly more work to be done in less time. According to Teun, ValidSign’s solution also costs little. According to him, these costs are thus recouped. “I never really calculated it, but I think we’ll have validsign back in three months.”
ValidSign thus contributes to the business goals within O2 Accountants, including through process acceleration and an insightful sign-up process. The piece of professionalism is also important for the accounting firm. “ValidSign has a good look-and-feel and it’s professional. That’s what we want to radiate to customers,” says Teun. “ValidSign is a kind of marketing for us. The tool just looks good.”

Fully compliant

ValidSign complies with European laws and regulations with its solution. For accountants, that’s very important. “Accountants often think in risks and find new things scary, but the digital signature is legally better than the wet signature. It’s easy to prove that the digital signature is legally valid,” teun concludes.
For O2 Accountants, validsign’s solution was also the ideal outcome to comply with the GDPR. To comply with the GDPR, processor agreements were sent digitally with ValidSign. “With ValidSign, we could easily ship the processor agreements to all our customers in one go via a bulk upload. In addition, we could easily send a reminder to all our customers. I think we have already signed 80 of all the processing agreements sent back. In this way, we were very quickly compliant with something that is considered annoying and irritating by many.”

More ValidSign

Digital signing cannot be imagined for the future and will probably be applied even more automated when it is up to Teun: “With us, the secretariat has a dual function. We not only like that they do the action, but everything that goes out the door is also read by the employees without knowing the content. Will that disappear in the future? I don’t know. There’s a relatively lot of work in that check. If this can eventually be automated, the digital provision of documents for signature may also be automated. The sending by the secretariat is then skipped. I can’t possibly.”
It is therefore clear that ValidSign will be used in the future within O2 Accountants. Digital signing is fully integrated into the business process and offers O2 Accountants many advantages. “I wish I had started ValidSign ten years earlier!”, laughs Teun.