Electronic signature book

Initials and signatures with one click,

Take control of your document approval and signature processes

Improve and secure your document approval workflows

Where is a specific document in the initialing process? Has it been signed? Where is the sign-off book? Who are the signatories?

All these are questions you must have asked before now!

Improve your efficiency and security with an electronic signature book for initialing and signing all your documents (contracts, leave forms, purchasing documents, bids, memos, letters etc.).

Increase
your efficiency,
initial and sign your documents
with one click

Any document can be inserted into an electronic sign-off book
Each recipient can initial the document, annotate or reject it
Chase up deadlines
Electronic document signature

Reduce the impact
on business activities
by signing documents electronically

No paper documents in circulation, no paper copies
You add your signature as soon as you are notified
No loss of information
Easier searching

Security and traceability
for the initialing and signature processes
thanks to a specific workflow

Each administrator can define sign-off templates
Documents circulate according to the templates
Initials are tracked
Documents are signed with legal value

Why choose an electronic signature book?

An electronic signature book with a document workflow is designed to replace the cardboard signature folder we all know, or traditional paper circuits. Fully accessible via a web browser, it consists of digital filing trays (to-do lists) in which documents awaiting approval or signature are presented to the user. Validation circuits are defined in advance by the functional administrator. These initialing circuits may be hierarchical, or they can be determined by the user, who chooses all the people involved in the approval and signature circuit.

In this way, an electronic signature book can replace all your document initialing and signature circuits with a digital solution.

An electronic signature book, how does it work?

First of all, open a signature book

You can choose a signature book that has already been configured or create your own initialing and signature circuit
Then insert the documents

You can add one or more documents and annexes by dragging and dropping
Then just select the initialers and signatories and that's it

Depending on the signature book type, select one or more initialers and a signatory.
Monitor the progress of the approvals and the signature with one click

You can follow each stage of the signature book's progress to the end
Each contributor is notified by email

As soon as an initialer or signatory has to add their approval, they are informed by email. If they reject the document, you receive a notification.

Why use a signature book – what are the benefits?

Initialing and signature times are shortened
There is no need to be physically present – you can approve and sign remotely
Optimized workflow monitoring
Secure process based on your approval and signature rules
Initial and signature traceability thanks to a circulation record
Signatures with legal value based on a certificate
Reduced printing – 100% digital solution
Signed documents stored in an ECM system
Supplement correspondence management software for signing outgoing mail

The electronic signature book offers advanced functions such as:

Automated or assisted transfer to the right signatories
Incorporation of management rules (based on amount, document type, level of urgency etc.)
Traceability of communications and documents
Provision for delegation and replacements (in the event of absence, regardless of length)
The right to change your mind about a decision
Functions to annotate a document directly or with sticky notes in a form to keep track of a discussion thread between everyone involved
Monitoring dashboards giving an immediate view of different signature books’ status and the people involved
Email notification functions to inform users about their signature book’s progress or an action that needs to be taken
Electronic signatures with legal value

When the different document initialing and/or signature stages are complete, the document can be stored and archived in an Electronic Document Management (ECM) system or circulated via a secure portal.

What are the use cases for an e-signature book?

The scope for using a signature book is very wide, whatever department or team you work in, whatever your role or organization type (town hall, large urban area, district council or any other public or private institution). An electronic signature book is a solution for every employee in your organization and for all types of documents that need to be initialed or signed, such as internal memos, contracts, decrees, orders…

A 100% customizable solution

Workey Paraph is a 100% customizable solution. Developed using the Workey BPM software, the processes implemented are fully customizable – you can change the circuit types, metadata and dashboards. You can therefore have an application that meets all your requirements, without any development (low-code approach).

Workey Paraph, the initialing and signature solution for all your documents

With Workey Paraph, you can send your documents through approval circuits for initialing. Each contributor receives a notification with a to-do list in order to view all the documents requiring action.

During the initialing stage, the web interface can be used to:

view the document(s) to be approved
annotate or modify (if the user is authorized) the documents directly within the web interface
add comments to create a discussion thread between everyone involved
approve or reject the document

The administrator of the signature book can monitor its progress using a dashboard.

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