Fast, secure, transparent
Nowadays, signatures are still associated with a lot of paper and lengthy signature processes. Contracts are first printed out, sent, signed and then filed or scanned. Digital signatures bring these time-consuming processes to an end. All steps are completed digitally – without media disruptions, mailing letters or long waiting times.
The electronic signature offers a significant advantage compared to the traditional paper-based signature. Various technologies are available for this. The signature is created either directly online via a web certificate or inserted into the digital document via signature pads or tablets.
Although the signatures are no longer handwritten on paper, they provide maximum security. European legislation (§2 nr. 1 and 2 of the signature law, eIDAS) impose strict requirements on the authenticity and security of the electronic signatures.
The digital signature combined with the SAP-integrated contract management software cuContract provided by valantic are the key to a fully digitized process – from contract creation and signature to audit-proof archiving.
Product sheet: Contract Management in SAP
The SAP contract management software cuContract manages all contract types during the entire lifecycle audit-compliant and uses digital signatures.
Traditionally, a document or a contract gets signed by hand. For this, the digitally produced document must be printed out, signed, scanned and saved. Consequently, acquiring the signature interrupts the digital process. Requiring additional effort, time and thus money. For this reason, the digital signature is steadily gaining in significance. It is the only way of accelerating the business process and simplifying storage.
Signature process on paper
Digital signing with signature software
A signature solution combined with a contract or document management software is used to electronically sign documents pursuant to the Digital Signature Act. There are different options available based on the scope of application and the requirements. For one, the digital signature can be given via an electronic fingerprint, which allows you to transmit encrypted messages and safely decrypt them. Alternatively, an online platform can be used to give the digital signature. Here, an especially secured process is used to store a unique signature. Another established process is the manual, biometric signature performed via a signature pad or tablet. The signatory gets simultaneously authenticated via the biometric parameters they provide while signing. Forgery will be detected immediately.
Product sheet: SAP Document Management Software
The SAP document management software (DMS) cuSmarText manages all documents in an audit-compliant manner during their entire lifecycle and also uses digital signatures.
valantic offers the complete process from a single source: Software for contract or document management with automatic creation of correspondence, forms and contracts pre-filled with SAP data, including their design with predefined text and layout modules, signature options and the respective storage processes.
The advantage of the electronic signature is that is easy to introduce and that it cannot be lost. The individual biometric parameters of the electronic signature prevent forgery or transfer. Furthermore, the digital signature is versatile. The digital signature meets the security level of each scenario – from simple to qualified signature.
The digital signature may proceed synchronously (simultaneously) or asynchronously (in succession).
For the synchronous method the contract parties are together in one place. A typical example is the mobile Sales staff in trade or services who is equipped with a signature pad or a suitable mobile device. This makes it also possible to immediately negotiate the terms of business, define the contract conditions via the contract management and directly complete the process with a digital signature.
When using the asynchronous method, the contract parties are in different locations, sometimes even in different time zones, so that the agreement usually gets signed successively. A lot of time can pass until both parties have signed the agreement. The digital signature that can be carried out directly at the work space offers many advantages. Contrary to the traditional signature, it allows you to conclude the business in a short period of time. The contracting parties do not even have to meet for this.
The field of application of the electronic signatures is as diverse as the documents processed in the different company departments on a daily basis. The electronic signature is valuable for the Sales team while accepting orders, for the Human Resources department while dealing with requests and certificates, or for the Legal department while handling any contracts or documents that do not explicitly require the written form. Only a few contracts legally require this. Additionally, all security levels can be used, from the basic signature all the way to the qualified electronic signature.
The electronic signature is available online or offline, depending on the use case. valantic offers apps to members of sales to synchronize the document to be signed to a tablet to collect the signatures offline and later synchronize the documents back into the contract management. For this reason, in addition to the online version, the signature pad provider Signotec is a crucial partner in the quest to exploit the full potential of electronic signatures offline. Pen pads or tablet PCs allow users to sign digitally, optimize business operations, authenticate people and create evidence-proof documents, as usual.
The DocuSign solution that is available for the web, as a mobile version and offline offers another simple use of electronic signatures. Anyone in possession of an email address can participate in the process without additional registration or any special hardware requirements. The signatory gets notified via email once a document is ready to get signed. Review and check the document online, insert the signature into the document or release the already saved signature – and the process is complete.
Product sheet: Contract Management in SAP
The SAP contract management software cuContract manages all contract types during the entire lifecycle audit-compliant and uses digital signatures.
