Create Electronic Signature

How to Create an Electronic Signature

Electronic signatures have become quite popular for their convenience. You no longer have to print a document, sign, scan it, and then email it back. Electronic signatures or eSignatures can replace your handwritten signatures digitally to speed up virtually any paper-driven, manual signature process. And they are being used to optimize business processes for several documents. Some examples include:

  • Sales contracts
  • New hire documentation
  • Employee agreements
  • Purchase orders
  • Vendor agreements
  • NDAs
  • Letters of Intent
  • Expense reporting
  • Invoice processing

Several industries are using electronic signature solutions to optimize their processes and bring efficiencies. For instance,

  • Healthcare is transforming its patient workflows while complying with HIPAA and other privacy regulations.
  • Real Estate is using them to reduce delays by speeding up processing for real estate and title insurance forms as well as closing documents and escrow agreements.
  • Self-Storage is using them to optimize utilization and boost profitability by filling and signing tenant agreements, updating master service agreements, and contract notification provisions.
  • Legal is speeding up their client business by streamlining and automating the e-sign process with sales and services forms and legal notices.
  • Insurance is using them to streamline their client applications and claims forms workflows.
  • Financial Services are capturing and sharing sensitive information securely with their clients through seamless, paperless modes.

Digital Signatures vs. Electronic Signatures

We have been asked the question lately about Digital Signature vs. Electronic Signature in the context of recording agreements on documents. Most people get confused about this, but it’s quite simple. An Electronic Signature is a legal term defining what constitutes a record of intent to form an agreement while a Digital Signature is digital authentication technology.

Many countries have made laws that define an Electronic Signature. The Global and National Commerce Act of 2000 (the ESIGN Act) in the U.S. defines (paraphrased) an electronic signature as a sound, symbol, or mark, made with intent to sign (applied to a document) logically associated with the content.

If the electronic signature meets the legal definition, only then does it become a legal electronic signature. But what makes the legal electronic signature strong evidence if there is ever a dispute as to who agreed to what with whom? Here, one should look to see whether the record that memorializes the electronic signature, (sound, symbol, or mark) logically associated with the content, agreed to include other metadata (a fancy term for data about the data record itself) related to the transaction.

An example of strong metadata about the eSign transaction record that can provide strong evidential weight to the record is:

  • An audit trail that records the timestamps and server/IP addresses associated with sending, delivery, opening, and signoff.
  • The audit trail, including timestamps, content, and electronic "sound, symbol, or mark," which are packaged together in a form that can be authenticated - determined untampered, authentic, original content.

Digital signatures fulfill this gap. They are a technical term for an encrypted hash of a set of data (that set of data in this context being an electronic signature applied to a PDF record with agreement content and transaction metadata, for example).

Only a few electronic signature services (RSign, a global e-signing solution by RPost, and the few that have licensed RSign patents) combine electronic signature capture processes with digital signature authentication technology to give a record of the agreement that is court-admissible with strong evidential weight.

RSign – a Global eSignature Solution Offers Both

RSign combines the best of both worlds – eSignatures and digital signatures with advanced security and encryption capabilities while complying with eSignature and data privacy regulations. You can send a document for eSignature to one person or multiple recipients, track in real-time which documents have been opened and signed, and receive an error-free, completed, eSign record in the form of a digitally signed and electronically signed PDF, a robust, court-admissible eSign record that has high evidential weight.

In essence, here’s what you get with RSign to make the whole electronic signatures process seamless:

  • Complete transactions 100x faster than physical signatures.
  • End the paper clutter and reduce the carbon footprint.
  • Reduce legal spending, litigation risk, paper, postage, administrative time, and follow-up calls.
  • Peace of mind with data privacy compliance (GDPR, HIPAA, and more) and digital signature laws.
  • Immediate adoption for senders and signers, with no downloads or special software required.
  • Works with the apps your teams already use across all devices.

How to Create Electronic Signature with RSign

Creating an electronic signature with RSign is super easy as it offers several features and configurations to adapt to any use case:

  1. Upload a document and drag-and-drop signatures, names, dates, and other input fields anywhere to create a claim or contract.
  2. Set document expiration dates, custom email reminders, multi-factor authentication mechanisms, and document access codes.
  3. Send your document for signing.
Create an Electronic Signature with Simple Drag Drop Options
Advanced Options To Create Electronic Signature

As simple as that! RSign also offers several additional features to make your entire experience seamless. For instance, you can:

  1. Configure send options to digitize your document workflow - set up a signing sequence, specify for single or multi-party signing, set message encryption and reminder notifications, and more.
  2. Configure and save an entire workflow – specify signer roles and routing rules, set notifications and privacy levels, and create templates to reuse the old documents to avoid starting over.
  3. Share saved templates with the entire team or user community to save time, standardize your workflows and boost digital collaboration.
  4. Save time by sending documents for e-signing in bulk and speeding up business with digital SMART Forms that you can embed anywhere for signers to fill out and sign on demand.
  5. Create web links and embed documents into websites and multi-signer templates - all in a self-service mode, securely.

How to Create an Electronic Signature in Word

RSign has built-in integration with Microsoft Word, which means with a few clicks inside Word, your document magically transfers into RApp, a plug & play eSignature desktop application - ready to be addressed and sent for eSign.

Creating an electronic signature in Microsoft Word
Different methods to send the document for electronic signature

Creating an electronic signature in Microsoft Word is a simple process within RApp, which you can use after creating a free account with RSign.

  1. Once you are finished working on your document, simply navigate to the RPost tab that is seamlessly embedded within your Microsoft Word application. It will take you to the RApp interface.
  2. Select your preferred method to send.
  3. Add recipients’ names and other details, customize your message and subject if you need to, and send!
Adding Recipients to Sign on the document
Electronic Signature Request From RSign

RSign will email a link to the recipient so they can access the document and sign – something like below. It works across all devices; your recipients don’t need to download or sign-up for anything and will get clear instructions on how to sign the documents.

How to Add Electronic Signatures to a PDF

You can also create electronic signatures in a PDF file with RSign. Just open the existing PDF file of your contract in RSign and configure it to sign forms for making an eSignature. The entire process of adding electronic signatures to PDF remains the same as for the Word doc with a guided, eSign experience.

Audit Trails and Compliance

RSign digital signatures guarantee compliance with GDPR and HIPAA and provide users with many privacy options to protect sensitive data. Plus, all parties receive Legal Proof® records and forensic audit trail of every eSign and UETA-compliant transaction for an atomic timestamp of signer IP addresses, date and time of delivery, and exact message content.

Audit Trails and Compliance From RSign

Higher Efficiencies with Integrations

RSign saves even more time and money with off-the-shelf integrations with the systems and tools your teams already use. Whatever your industry and sector (legal, sales, self-storage, real-estate, insurance, healthcare, and more), it’s easy to integrate with several plug-and-play standard options.

  • RSign for Salesforce: Simply add RSign buttons to your Salesforce objects to make it easy for your users for making an eSignature without leaving Salesforce. You get a variety of pre-fill options, template automation rules, guided eSign controls, notifications, dependencies, and other configurations to populate Salesforce fields.
  • RSign for iManage: Seamlessly create RSign eSignature envelopes with one or more iManage documents, and automatically save signed documents in iManage once the eSignature workflow is completed. Users can start the envelope creation process from RSign, iManage web client, or iManage DeskSite and leverage documents hosted on-premise, iManage Cloud server, or on a third-party server of their choice.
  • RSign for NetDocuments: Enable your clients to seamlessly create eSignature envelopes with one or more documents and automatically save signed documents in NetDocuments once the eSignature workflow is completed. Users can start the envelope creation process from RSign or from their NetDocuments interface.
  • Microsoft Outlook: Transform your documents attached to email into eSignature requests with our Microsoft Outlook App. Simply compose an email, add your attachments, and send for eSignature.
  • Windows Print Function: RApp, a plug & play eSignature desktop application - installs directly onto Windows to allow RSign users to send documents for eSignature directly from any application that you can print from and that is running in Windows (any desktop program or browser application).
  • Microsoft Office and Teams: RApp, a plug & play eSignature desktop application for Windows, allows you to send documents for eSignature directly from Microsoft Word, Excel, PowerPoint, Teams, SharePoint, and more. Visit this link to get started.

The Verdict

Electronic signatures are popular because of the many benefits they offer. Plus, they are eco-friendly! To seamlessly create electronic signatures, businesses need an electronic signature service that is user-friendly, creates a legally binding record with high evidential weight, is secure, and compliant with data privacy and other regulatory guidelines (ESIGN Act, UETA, eIDAS, ECTA).

With RSign’s patented technology, you can produce eSignatures that have high evidential weight, including an audit trail, associating it to the email and eSign document record, and providing methods of authentication. With RSign, not only can organizations do business faster and more conveniently, but also have peace of mind that approvals on documents and contracts are digitally secure.

Plus, it’s much more affordable at scale and is free to use. Get started on creating free electronic signatures with RSign today!