One of the most sought-after and valued functionalities by organizations across all industries is digital signature integration. With the release of Qflow 5.5, the new Connectors feature allows you to incorporate electronic signatures into your workflows through DocuSign, taking your process management to the next level.
Electronic signatures have revolutionized how businesses handle their processes, facilitating document management, improving efficiency, and providing enhanced security in document validation. Their use allows documents to be signed immediately, without the need for printing and unnecessary meetings, simplifying contract management, adherence terms, confidentiality agreements, pay stubs, payroll, overtime approvals, privacy policies, among others.
Next, discover the DocuSign Connector in Qflow!
Connector actions
With the DocuSign Connector, electronic signatures are integrated into your processes from their BPMN flow design in Qflow Design.
Once configured, the DocuSign connector allows you to perform the following actions:
Send documents for signature
Select documents and send them for signature with DocuSign. You will need to specify the names and email addresses of the signatories.
Once the documents are sent for signature, you will receive an envelope ID from DocuSign. This will allow you to check the status of the documents, cancel their sending, or obtain the documents once they are signed.
Check the status of sent documents
Get the status of the sent documents. By entering the envelope ID generated when sending the documents for signature, you can check the progress of the signing request.
This is particularly useful for documents requiring approval within tight time frames, where signatures need to be finalized quickly.
Receive signed documents from DocuSign
Receive the signed documents in PDF format. By entering the ID in DocuSign, you can access the already signed documents.
Additionally, you can access a PDF document detailing the status of all signatures on the document.
Cancel signature
In case of errors or changes in the document management to be signed, you can cancel the signature request.
To do this, you will need to enter the envelope ID again, along with the reason for cancellation.
How to integrate digital signature through Qflow?
To connect Qflow with DocuSign and incorporate electronic signature into your processes, you need a specific parameter called an application parameter. This parameter is configured in a service task in Qflow to establish communication between your process and DocuSign.
You can obtain these parameters from your developer account in DocuSign. Here’s a step-by-step guide.
The first time you configure these parameters, you will need to authorize Qflow to communicate with DocuSign. This is done when creating the connection parameter in the service task.
Benefits of digital signature integration
Integrating electronic signature into your processes through the DocuSign Connector offers several advantages that will enhance your organization’s efficiency.
- Speed: Obtain necessary signatures on important documents quickly and easily, without scheduling meetings and depending on the availability of all parties involved. Reduce the processing time of your processes, increasing their efficiency.
- Flexibility: Further simplify the process by enabling electronic signature from any device, anytime, anywhere, as long as you have internet access.
- Security: With electronic signature implementation, your documents will be stored encrypted, ensuring confidentiality of sensitive information for clients and the organization alike. Additionally, electronically signed documents are easier to preserve, avoiding damage or loss of papers.
- Batch signing: If you need to sign or obtain signatures on a large number of documents, you can benefit from batch signing functionalities that allow you to open, review, and sign multiple documents efficiently, without having to do it one by one.
- Legitimacy: Electronic signatures have the same validity as their paper counterparts, as long as they comply with the legal requirements established in the applicable regulations.
Use case
Integration with DocuSign will drive processes in any company that performs document management and transactions, in industries such as real estate, educational institutions, healthcare centers, legal fields, and more!
Let’s look at a practical example where electronic signature will optimize a contract management process:
The flow begins with the need for a contract, facing a new agreement with clients or suppliers. After collecting unnecessary information, an initial draft of the contract is prepared, which must be approved by the organization itself and the counterparty. If there are modifications, the contract will be redrafted and the new version must be approved.
After making the necessary changes, the contract undergoes final internal approval and approval from the counterparty, then integrates the process with DocuSign and proceeds to sign the contract. Once signed, the contract is stored and a copy is sent to the parties involved, finalizing the agreement.
Optionally, the workflow can lead to a contract renewal subprocess, where a timer event notifies the need to update the agreement on the stipulated date, triggering the subprocess.
Conclusion
Integrating electronic signatures with Qflow 5.5 through DocuSign will transform your document management, boosting your processes by adding speed, flexibility, and security to document signing. With DocuSign in Qflow, document signing becomes an optimal, seamless, and secure process.
Discover Qflow 5.5 and benefit your processes with Connectors, integrations that will enhance your management with tools to manage your meetings, create cards on project management boards, post messages in conversation channels, and enhance your workflows with artificial intelligence.
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