Unlocking Digital Signature Legitimacy for Organizations in Mexico

How to eSign a document: digital signature legitimacy for organizations in Mexico

so hey everyone thank you for joining my name is shravan and I'm a product expert at Zoho alongside me I also have Raj Kiran who is also a product expert at Zoho I hope that by now my screen is visible and my audio is loud and clear in case you experience any network disturbances or technical issues at any point during the webinar feel free to reconnect the session is being recorded and you will receive a copy of the recording and the slide deck by email in a few days is time at any point in the session if you feel like you have any questions feel free to use the Q a option on your screen to raise them and Raj Kiran will be answering them and provide you with assistance before we type into the webinar let's take a quick look at the agenda I will start by explaining the need to use digital signatures for your business needs then I will introduce Zoho sign and briefly talk about the app's capabilities after that I will be taking a live demo of Zoho sign towards the end if there are any unanswered questions we can have an extended q a session to answer them please note that this will be an interactive webinar session and after every feature is being explained by myself I'll be giving you some time to try the same feature out and if you're facing any issues you can drop questions tab all right so before we learn how eSignatures differ from digital signatures let's take a quick poll so I believe as I'm speaking now it must be on your screen by now so I would like to understand whether you are aware of the difference between an eSignature and a digital signature kindly let us know the response all right from the poll I can see that many are unsure about the difference so please allow me to help you understand it better and eSignature is nothing but a digital form of your signature added to a document however it's not necessarily secure as it can be tampered with and its authenticity is difficult to verify on the other hand digital signatures are a type of eSignature but by Design they are more secure their authenticity and integrity can be verified through digital signature certificates and the public key infrastructure methodology as a result digital signatures are widely accepted as a legal equivalent to hand-drawn signatures and stamped seals but they offer far more inherent security so why digital signatures as you can see around digital transformation is happening everywhere and it's high time that your business digitizes to document signing process the traditional method is always time consuming and cumbersome and has its own set of disadvantages like for example poor handling of important documents waiting for the career document missing the deadline for document signing and renewing your contract because you failed to keep track of it a digital signing solution like Zoho sign will not only help you to solve these problems but will also help you streamline your workflow so what is Zoho sign Zoho sign is an eSignature application that helps you send sign and manage business paperwork using a simple yet secure cloud-based digital signing process the software has already saved businesses millions of dollars in administrative costs by helping them digitize their documents and contract life cycle Zoho sign offers all the key functions and features of a digital signature solution along with several more sophisticated customizations that help improve overall productivity and efficiency and a chariot on the top is that Zoho sign readily integrates with your in-house apps using our very own rest apis web Hooks and mobile sdks and if you're someone who is totally new to Zoho sign then you can click the link below to sign up for a free 14-day Enterprise trial which will give you sufficient time to explore the app completely since I'm sharing my screen now you won't be able to click there on the URLs once the deck and the recording are being shared with you via email in a few days this time you can try it out so here are the broad use cases across departments and functions where you can put Zoho sign to use let's take a person who has been recruited by an organization for a customer facing role so to complete their onboarding process you can get their signatures on various documents ranging from employment contract and NDA which can be easily done online using an automated workflow in Zoho sign so once he's got into the organization he can go about using Zoho sign from his sales app to send out documents to clients and Associates to have them digitally signed and further he can raise financial documents that are signed by the respective authorities within the organization and can be delivered to the inbox of the clients directly from Zoho sign as well as a customer facing person myself I can relate to these use cases and how a digital signing solution like Zoho sign can help me close a deal with minimal paperwork there are several more use cases and one can use Zoho sign for and this is barely scratching the surface in terms of what we see the app being regularly used by our customers so the highlights Zoho sign offers multi-factor authentication sample proof audit trails and blockchain time stamping along with the certificate of completion along with this Zoho sign also offers sinus identity verification integration with various qes AES trust servers providers trusted document time stamping collecting signatures Via SMS securely these sample proof features will help you in making sure that the intended person has only signed the document there are many ways to distance sign a document for it to be legally valid across the globe Zoho sign helps you to comply with regional and international laws such as the following the e-sign act in the United States The Ides in the European Union the pipefitter in Canada in the actor in Africa the electronic transaction act in Australia and South East Asian countries and the information technology Act of 2000 in India accessing your documents across platforms is important in today's hybrid work environment to help you with that Zoho sign has native mobile and desktop applications available across popular platforms such as Android iOS iPad Mac OS and windows Zoho sign is also one of the most tightly integrated apps within the Zoho ecosystem which is a real value addition to your stack of Zoho tools so in terms of the Integrity so if you want documents such as sales agreements invoices estimates to be you can use extensions of the respective apps like Zoho CRM and Zoho Finance similarly you can have your HR departments send and sign onboarding and policy documents through apps like Zoho people and Zoho recruit alternatively if you are someone from the finance department we do integrate with the Zoho finance apps like Zoho books Zoho inventory Zoho invoice and Zoho checkout also we do offer third-party Integrations with ecosystems like Google workplace and Microsoft 365 and with Cloud providers such as Dropbox box OneDrive and Google Drive Zoho sang also integrates with other sales oriented applications like HubSpot pipedrive fresh sales we also offer integration with no code workflow tools such as Zoho flow zapier and Microsoft power automate which would help you in automating the digital signature collection and workflows all right now so let's dive into Zoho sign let's go step by step once you have signed up with Zoho sign you will be finding a screen similar to this so when should a user select let me log in or let me join an existing account so let's say you already have an existing organizational account and you're attempting to join it then you should go for the option on the left which is no I don't need a separate Zoho sign account let me join an existing account and in case you are attempting to create a totally separate Zoho sign account or instance for yourself in that case you can go for the option on the right which is yes I need a separate Zoho sign account for myself so all right so once that step is done and you're into Zoho sign this is how the UI looks so you have the options the send for Signature which is the multi-party option and sign yourself which is single parting self-signing option at the center on the top left we have the home button documents templates sign forms reports Tab and the settings and on the top right we have the activity feed which will give you the general status of the document so before we proceed I would like to keep you informed at this stage you are also expected to verify your account by email and post that you will be able to use all features so let's begin with configuring your account by starting with the settings tab so settings and profile so this is where as a user you can add your signature initial and other details by the three options available which is typing or you can simply draw or you can upload a scanned copy of the signature and the initial similarly you can go to settings organization details to add your organization details ranging from your logo to your organization name and the other details available here further settings email templates this is how the email looks at the sinus end so you can very well customize the look and feel of it and brand your logo by using the edit template option and finally the legal disclosure so settings legal disclosure this is what the signer needs to agree before they sign the document you can use all default legal disclosure or you can customize it and have your own legal disclosure in place right so let's cut to the trees here let's begin with the multi-party option which is send for Signature so let's take an example let's say in your organization a new employee has joined and you're trying to get an NDA signed by this employee so you can use this send for Signature option send out the NDA and collect signatures from the employee online so I'll begin with send for Signature here comes the document upload section you can do a local upload or you can very well choose to import from cloud if you pick the cloud option then we have a list of cloud Pickers as displayed on the left ranging from our very own Zoho work drive to Dropbox box Google Drive OneDrive so you can use one of these options to import the file here I'm uploading a sample NDA file from my system and I'll explain the workflow of how things happen so I'm just waiting for the document to get uploaded that should take a few seconds here we go and uh once the document is uploaded we can scroll down to the add recipient sections so here is where we add recipient Define the workflow and further also we can set the recipient action I'll show that one by one so let's say you have multiple recipients and you would like the document to be sent recipient by recipient in a sequential fashion you can in that case enable the order and the document will be sent in a recipient by recipient fashion in case designing is parallel then you can uncheck the order the document signing in that case would take place in a manner where the order is not important so the document signing happens parallely admin is an option to add the sender along with the recipient list and add bulk recipients or the bulks and as we call it is a specific workflow wherein if you are trying to send a document to multiple recipients where each of them sign on Independent copies on the same document that's where this comes into play so it's a unique workflow it's an Enterprise feature so to add the recipient details in such a case you can download or sample CSV file and add the details so here I'm going to show you a single party sign where I'm going to add myself as one of the recipients and I'll also show the recipient's end as well so when it comes to the recipient action you can decide what the recipient needs to do whether you need to collect signature or whether the signing happens or whether the person just needs to review and approve the document or the person just needs to receive a copy just like see seeing in an email further we also allow other customizations like if you would like to add a private node for that specific recipient you can use the space for it you can also enable recipient authentication so uh this is an extra layer of protection for the document so in case you would want the recipient to validate themselves before opening the document and proceeding to sign you can enable this so it's an option given to the sender further we also have the email and the interface language so you can choose amongst 12 to 13 languages that we have listed out and uh so the sign or interface would appear in this selected language scrolling down we have the more settings where we can Define other details like the days to complete the signing you can let the signer know by entering the desired value and we have other options for sorting and filtering like agreement validity type document type to fold the description these are for internal sorting and reference purposes and further you can also enable the automatic email reminders and also send uh the reminders based on the delivery period set over here and if you're going to leave a generic note for all recipients you can leave it in the space once we are done with the speech we are expected to click on continue that in turn takes us to the document viewer page so this is the page where I would be adding the fields for the recipients so top right gives you the list of recipients and bottom rights are the fields that we can add right so just for your reference we have a bunch of fields of whole variety of it just to name a few uh you can collect attachments from sinus you can collect signatures you can collect textual input you can use the radio buttons check boxes as well as use the payment field to collect payments from the recipients as well so for this part I'm just using the signature field so I'm going to collect the signature of the recipient or the employee on the sample NDA that's the agenda here so I've done adding the field I'm just going to click Send and confirm that will send the document out right and all these documents are encrypted and stored in our servers you can very well View and track them using the documents tab that's the whole purpose of documents tab to give a you know a Consolidated view on the UI itself now let's quickly move to the final interface right so the sinus need not have a Zoho sign account they can always access this mail from their mailbox we also support mobile based signing as well so the sign node is just expected to click start signing that in turn will take them to the document information page so this is how the document information page looks they are supposed to click on proceed to the document that in turn takes them to the document itself where the actual signing happens so here as a signer I'll first agree to the terms and conditions or the legal disclosure just a quick refreshing so this is what we were speaking at the beginning where I was talking about customizing the legal disclosure in the settings tab so this is what it is about so the signer agrees to it and they can add their signature by either typing or uh they can simply choose to draw the signature or upload a scanned copy of the signature so here I'm choosing draw and clicking ok I'm going to sign this via Zoho sign and the signing is done by default the signer gets routed to this page and also the signed copy will be emailed to both the senders and recipients by default once the recipient action is completed by all the respective recipients so that is send for Signature and now I would uh recommend you people to give it a shot and explore this feature so that you can get a more hands-on experience on the same just for your reference so uh we have put a sample NDA document so that you can use that and explore the send for Signature feature so it's a test document all right so it appears that uh you do not have any specific questions so let me move to the next feature which is find yourself this is a single party self-signing future so let's say I myself being a Zoho signed user if I need to sign on a document it could be an NDA or an awful letter or any document for that matter or any agreement for that matter so I can just upload do a signing for myself and post signing I can send this signed copy to a recipient so here I'm just adding my signature it is to be noted that all these fields are already saved under my profile which I showed at the beginning so I'm just going to add my signature sign the document and click sign by alzoho sign the document is signed if I need to email this document to a recipient I can add that email address and click set all right so you can give it a shot and try this option as well and let us know if you have any questions on that all right then so if there are no more questions I believe we can move on to the next feature which is the templates so templates come into play where you have common formats of documents that you would like to keep reusing a best use case example is an NDA which I already sent so let's say I've already sent this NDA to an employee and I want to send this once again every time a new employee on boards so in that case going to send for Signature uploading the document adding recipients and adding the fields subsequently would be a manual and cumbersome process because you have to do that every time to save time we can use the templates we are in documents with common formats like the templates I just showed you can just add it it follows the same workflow which I showed you for send for Signature so in this case you're saving them off as a template and whenever you need to use it you can simply come to the templates tab within a few clicks you can send out the template manually so let's say if I want to send this template I can just double click on it I can pre-fill values and then I can add the recipient details and quick send without the manual process which I showed at the beginning so in short the templates are a feature to wherein you have common formats that you would like to keep resending or reusing on a periodic basis so yes you can also go ahead and create a template and see how it works and also if you have any questions please feel free to use the Q a section we'll be more than happy to assist all right so we'll move on to the next feature which is sign forms so sign forms is a feature with a unique functionality so this comes into play let's say where the user of Zoho signed would like to generate a signing URL which is secure and they would like to publicly distribute this via a website and a classic use case example would be a website a registration for example you have a website of your own where you are encouraging users to come sign up for the website and in the process they'll be agreeing to the terms and conditions so in that case instead of sending the document by email which we saw just now you can generate the signing URL directly embed this on your website so anybody who gets to the website signs up to your website just can access that secure link which is embedded and get to the document and do the signing right so for sign forms you can just go to sign form create sign form option and a prerequisite to it is to have a template which we just saw earlier you can choose a template fill this form which requires details like name of the sign form it's validity and whether you would like to enforce sign or authentication and limit to the sign form responses whether you want to close off the signing with 50 people 100 people so on and so forth and also you can avoid duplicate responses and clicking create will create the sign form so these are some of the test sign forms which I've already created you can just go to actions and whenever you would like to get hold of the URL signing URL that is you can just copy the URL and you can embed this on your website right at the recipient end it looks something like this so the sign form URL when the recipient clicks on it it'll ask them for their name and then their email address they'll enter that and they'll click Start sign that takes them in turn to the document signing part which takes place so I'm just shared that particular scene of how it looks at the sinus and I hope you are able to see my screen so this is the signer end of the sign form signer information page as we call it so the signer would enter the name their email address and just click start signing it takes them to the document signing portion which we saw earlier in the first example right and further as a sender you can always view the associated responses of the sign form so you can just go to the actions tab corresponding to that particular sign form and just view the associated responses it will give you the complete details of who all are the signers who have signed the signed form so yes if you would like to explore this option or if you have any questions on these please go ahead and shoot the questions we'll be happy to assist all right so thanks for the questions there uh and let's move on to the next feature that we have which is the reports tab so reports tab can give you graphical representation of uh the document status and further as a simple use case let's say you would like to view the decline or the completed or the in-progress documents let's say in the last 20 days or two months you can very well choose the custom date and get the reports exported in a CSV format so that's the whole purpose of reports to generate the reports based on the document status so that you can have a view of them in a CSV format so with that yes I am done with the demo part of it so that covers the basics of zoo sign so here are some important URLs to help you in getting started with these Integrations so if you are stuck at any point while setting up your Zoho sign account you can always find related help documents in the very first link we also have individual links for our Solutions guide Integrations and API guide we also have our very own YouTube channel and video repository where we upload all webinar recordings along with how-to videos for all or native applications if you have any other queries ideas or want to engage in discussions with a community of developers and users you can visit our forums and participate I have also given the links for you to read up on the legality of Zoho sign in your country it's pricing and request a personalized demo for your organization Zoho sign also offers paid one-on-one trainings you can know more about this by clicking on the link present in the slide so this is what our customers had to say about zoho's sign in the Twitter world and if you have any questions or any feedback or need any form of assistance you can always reach out to us by email at support zohosign.com or support at EU dot zohosign.com in case you're from the EU region you can also visit our social media Pages for the latest announcements regarding our product and engage with us over there too thank you all for participating I hope you all had a lot to learn and a lot of takeaways from this webinar do watch out for our future webinars and join us to learn more until then this is shravan taking leave on behalf of Zoho sign take care have a great day thank you foreign