Signature delegation and how it can benefit you

No one has the ability to be in several places at once or to take on all the responsibilities of a company. Luckily, we have the option of the signature delegation, which also takes advantage of the digital signature. What benefits can the signature delegation offer you? Why should you consider using it?

The signature delegation allows you to give another person the power to sign on your behalf.  This can also be carried out with the digital signature, which are as legally valid as handwritten signatures.

Job positions with high levels of responsibility require to delegate several tasks to other people. This may benefit the manager, though it may also cause their workdays to be more stressful. Time is money, therefore the possibility of delegating the signature may be useful in this case.

The signature delegation can be used by executives with high levels of responsibilities, who have to take on many tasks in a very short time and can delegate their signature to their secretary, for example, and download this work expediting these procedures.

Article 8 of Law 40/2015, of October 1, states that “the holders of administrative bodies may, in matters of their competence, hold, either by attribution, or by delegation of powers, delegate the signing of their resolutions and administrative acts to the heads of the organs or administrative units that depend on them.”

As we have been able to read in the Law, there is a division between delegation of powers and delegation of signature, therefore it is important differentiate them. The signature delegation is a more modest figure since it does not exercise the same competence, but is simply the materiality of the signature of the acts previously dictated by the competent body or where appropriate, by the responsible persons. But that doesn’t mean it is enormously useful.

What benefits does the signature delegation have?

Firstly, delegating allows you to have more time to devote to more important tasks. Signing can be done by anyone, as long as all parts of the agreement have been agreed.

The fact of delegating implies that another person is responsible of the signing process. That trust on someone will motivate others when doing their job.

The use of the signature delegation is highly recommended for CEOs of a company, who can delegate to their secretary for the preparation of certain documents and contracts and thus lighten their heavy workload.

Some jobs require meetings with clients outside the office or business trips to close agreements. In terms of mobility, the delegation of the digital signature also allows the user to sign anywhere, whenever. More so, thanks to the universal signature concept of Viafirma, it allows signing on any device.

In other areas, the work system is very hierarchical and you need to monitor each of the documents, so the signature delegation plays a crucial role in automating processes.

In the medical and pharmaceutical sector, there are many people in charge of signing and reviewing documents. To expedite these processes and maintain a high level of security, it is advisable to delegate the signature, thanks to Viafirma Inbox

How can I use the signature delegation?

Viafirma has many years of experience with the digital signature and also works to simplify the signature delegation with Inbox. It is a digital signature folder from which you can organize the delegated signatures and establish the access permissions, which are three:

  • Review: the delegated user can see the pending tasks established by the delegator, order them, write comments, etc.
  • Approvals: in addition to the above, the user can also review and authorize operations
  • Signature: in addition to the above, the user has the permissions to use the delegated electronic signature.

Success stories of our solution Viafirma Inbox for the delegation of Signatures in the healthcare area

Viafirma Inbox is used by several companies, demonstrating the advantages of the signature delegation in different industries. Next, we show you three examples in the health area.

Puerta de Hierro Health Research Institute (IS)

Viafirma Inbox has already been used by many companies which are delighted with our services. The Puerta de Hierro Health Research Institute of Majadahonda generated a high number of documents as a result of the research and medical trials. The complex bureaucracy required the signature of up to five people for the approval of certain confidential contracts.

The adoption of Viafirma Inbox allowed them to expedite procedures, reduce paper (with its corresponding savings and sustainability) and saving time in the signing process. In addition, the platform’s security ensured the confidentiality of these documents.

Foundation for Biomedical Research in Primary Care (FIIBAP)

The Foundation for Biomedical Research in Primary Care had a situation very similar to that of the previous case. Its approach to research and scientific-technological innovation involved handling stacks of documents, which affected its productivity.

FIIBAP opted to go digitak, therefore they chose Viafirma Inbox in cloud version. Thus, the face-to-face signing process was replaced by remote signing

Valdecilla Health Research Institute (IDIVAL)

The Valdecilla Health Research Institute focuses its work on research and innovation in the biosanitary environment, which required to sign a lot of documents.

In its process of digital transformation, the IDIVAL foundation chose Inbox to automate document signing by adopting the digital signature

Other companies in the health sector also rely on Viafirma (e.g., Sanitas, Sergas, Salud Madrid, Nursing General Council, etc). Also the insurance secetor, public administrations, aviation security, utilities, finance sector, etc.

To conclude, the signature delegation will help the organization of any company. Delegation allows a better management of time and the digital signatures will help handle documentation and will reduce paper, thus increasing the overall efficiency of the company.

Its use is highly recommended for CEOs of companies that need to delegate their signature so they can focus on other tasks. Also for entities that deal with confidential document involving the approval/ authorization by people, automating work and increasing the level of security.