Syncler Use Cases

From analog to digital: the guide to digital signatures

11 June 2024 | Verena Mühleck
The guide to digital signatures

In today's business world, we are constantly looking for ways to save time and simplify processes. Digital signatures offer just that: they work like conventional signatures, only faster and more secure. Documents can be signed with legal validity in no time at all, no matter where you are. Find out more about how digital signatures can revolutionize the way you work in the following article.


The topics at a glance:


What is a digital signature?

A digital signature is a security tool that works like an electronic fingerprint and is used for authentication. The electronic signature securely links the signatory to a document within an electronic transaction. This is done in the form of a coded message.

Essentially, an electronic signature works in a similar way to a handwritten signature. However, it offers additional security features and enables an accelerated process.


How does a digital signature work?

Digital signatures are based on a secure encryption system called Public Key Infrastructure (PKI), which is recognized worldwide. Each user has a unique pair of keys: one private and one public. These keys are generated by a special mathematical algorithm - a process known as asymmetric encryption.

When a user digitally signs a document, they use their private key to create the signature. This signature consists of encrypted data that is specific to the document in question. The private key remains secret and exclusively in the possession of the signatory.

The signature also bears a time stamp. Subsequent changes to the document invalidate the signature as the encryption no longer matches. This allows you to ensure that the document remains unchanged since it was signed.

Software tools such as DocuSign are often used to practically insert digital signatures into documents. Syncler enables seamless integration of these tools into your workflow. This results in a secure and user-friendly overall process. All requirements for electronic signatures are taken into account and you can use them without hesitation.


Advantages of a digital signature

In an increasingly digitalized world, electronic signatures are crucial for secure and verified transactions. The limitations of digital signatures, such as technical challenges or implementation barriers, can be mitigated by using an integration platform. 

You can benefit from the following advantages:

1. Efficiency

Digital signatures can save everyone involved a considerable amount of time by streamlining administrative processes. This shortens processing times and signatures can be obtained at any time, regardless of location and without media disruptions.

2. Reliability

As the digital certificate comes from a recognized certification authority, the signatures comply with international regulations. The tamper-proof seal ensures additional trust.

3. Saving of resources

The tedious and paper-wasting printing of offers just to sign them and then scan them in again is no longer necessary. The electronic signature makes it possible to save resources and handle processes in an environmentally friendly way.

4. Verifiability

Electronic signing ensures that documents are reliably validated and authorized. This allows the identity of the signatories to be assigned without any doubt.
For revalidation, the validity of the signing documents can be checked for at least ten years.


When is the digital signature used?

The digital signature can be used in many areas. Examples of this are:

  • Contracts
  • Legal documents
  • Offers
  • Emails

In the case of an offer, the signature is used as soon as you automatically send the finished offer to the interested party. This simplifies the quotation process, as the customer can accept directly and the deal is closed more quickly. The use of Syncler offers advantages in this process. The status of the quotation is automatically updated in the CRM system. An order is then created, which is transferred directly to the ERP system by Syncler without any additional steps.


Integration into existing processes

Syncler enables the seamless integration of digital signatures into existing company processes. This offers particular advantages in the CRM environment - for example, it makes cross-departmental or external viewing and signing of documents from different areas easier and more effective.

In practice, the process with Syncler can look like this:

The respective processor initiates the signature process from the CRM interface as soon as the document to be processed has been selected. Syncler then processes the prompt, reads the data in the CRM source system and transfers it to a target system, which in the case of digital signatures can be DocuSign, for example. The information provided can be checked, commented on and signed directly in the DocuSign interface. Syncler then transports the information back to the CRM system. The processor is notified of the status by email.

The connection of DocuSign to the CRM system through Syncler.

CRM follow-up processes, such as automatic conversion into an order with subsequent invoicing, can now be configured. Syncler makes it possible for the CRM user to track the processing status of the document throughout the entire process. Furthermore, it is not necessary to switch to another system at any time. This is why we call it a fully integrated solution.

Michael Schneider
Connect the digital signature to your systems now. Michael Schneider is available to answer your questions on this topic.


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