The digital transformation is pushing more and more companies to focus on the constant optimization of each of their processes in order to be more productive, efficient and therefore more competitive while offering better products and services. The digital signature is one of those tools that new technologies put at our disposal to make management and bureaucratic processes faster and easier. In this article we tell you how our solution viafirma documents use the digital signature and why it is so beneficial for your company.
We are immersed in a time in which the management of companies is going through the digital transformation. This process seeks to take advantage of current technology and internalize it within the system and business culture, duplicating the physical business model in the digital environment.
The digital transformation is something that little by little all companies of greater or lesser range is becoming aware of the importance of its correct implementation. However, there is still a long way to go, since, as reflected in the report of ESIC’s digital economy institute; there is an important gap between what companies and entrepreneurs say and what they actually do.
As we already anticipated in the intro, an essential element for the digitalization of processes that require the signature of any of the parties is precisely the digital signature and viafirma documents is the perfect solution for those companies that have mobility needs, high volumes of signature etc. We start.
The case of viafirma documents: What is it and how does it work?
Viafirma documents is a cloud application that allows signing documents digitally without the need to print or scan the physical document. Depending on the device from which it will be signed, it allows the use of a digitalized or biometric signature or a qualified signature. Also, when you are in the cloud, you do not need the implementation and management that other solutions may require.
It works as a gateway between the company’s backoffice and the end user. This includes the signature components, backend for the integral management of the service and the personalization of the client app for iOS, Android and Windows.
It has several input channels for the documents that need to be signed: a PDF generated by a third party, a data cloud next to the template identifier that becomes a PDF file, a form in which the necessary data are entered and generates the document to sign and, finally, the mixed method that combines the previous two (partial data cloud plus a form to request more).
Thus, this allows signing both documents at distances and in person, in any device, which provides greater mobility to the parties involved in this process.
The concept seeks maximum compatibility with all possible devices. This, in turn, is born from the philosophy of Technological Neutrality, which is “the freedom of individuals and organizations to choose the most appropriate technology suitable to their needs”.
The objective of the universal signature is to place the user in the center and give him all the possible facilities so that he is the one who chooses how he wishes to use it. Therefore, the universal signature can be used, indifferently and with the same effectiveness, in any device, any operating system and any place.
The electronic signature has the same legal validity as a manuscript, but this solution also includes a series of biometric evidences that can be associated according to the user’s needs: capture of photographs (such as passports or payrolls), geographical capture, official time capture and capture of biometric data (fingerprint with those devices that have a compatible reader for such a function).
What are the advantages of the electronic signature of documents?
- Reduction in the use of paper
- Time saving in management
- Avoid delays
- Reduce travel
- Improvement of document management
One of the main advantages of using documents is mobility. Traditionally, the signing of documents had to take place in the same room and where all the interested parties had to agree. Thanks to this technology, these meetings are not necessary since you are free of this type of restrictions. You can sign when and where you want.
This also means a considerable saving of time for all parties, since it is not necessary to travel or wait for long lines to perform certain procedures. This last was especially necessary in the relationship with the Public Administration, whose bureaucratic obstacles are often a cause for complaint.
The electronic Administration seeks to solve this type of problems to make these processes simpler and faster, without causing so much inconvenience to the citizen. All this is possible thanks to the electronic signature, which allows the user to be identified and give their consent without having to travel.
The savings for companies is not only in time, which in itself is something very valuable in today’s world, but in costs and resources. This is one of the main reasons why businesses are accepting and implementing digitization, and that is a considerable saving at the end of the year in paper and administrative tasks.
Not only does it have an impact on the economy, since the organization of the digital is much more efficient, so it is a form of management that allows filing and finding documents more quickly and easily, avoiding possible loss of important files and saving a lot of space in the offices of those who use them.
Documents is a very versatile tool that can be used in many sectors. For example, its main advantages fit perfectly with the sector of laboratories, one that is very bureaucratic and requires many authorizations and approval process, which may end up damaging the work. And others such as human resources, law, distribution companies, retail, expanding businesses, companies that close many businesses in trade fairs and commercial trips, etc.
The mobility provided by the solution allows approvals to not delay the entire process more than necessary. In addition, the push notifications engine enables the responsible person to receive a notification at the same time that the document is ready to sign (or has been signed by the other party).
In short, viafirma documents is an integrated solution within the digital transformation and digitalization, two processes whose adoption will be mandatory in a few years (due to the increase in the competitiveness of companies that do) and its acceptance at present It is beyond doubt.
With all this, this solution offers its users all the advantages of mobility and everything that derives from it and work digitally, such as saving time, costs and resources and increasing overall efficiency of the company.