Digital Signatures, Your Most Successful SharePoint Project

Larry Kluger

Sr Marketing Manager, Integrations

larryk@arx.com

AIIM Blog: kluger.com/aiimDownload: www.slideshare.net/digitalsignature

Digital Disruption

“The barriers to entry in your market just vanished. Unexpected competitors are swarming in.

Are you ready?Disrupt yourself now.”—Forrester Research

Digital Disruption

10 times faster at a tenth of the cost

Faster, Better, Cheaper

SharePoint Workflow CoSign Digital Signatures

Open standards

Verify with free

Adobe Reader,

Word, etc

Digital Signatures: faster, better, cheaper

Low grade “Electronic” signatures

(Nicholas Leeson vs Barings Bank)

Digital Signatures are the highest grade of

Electronic signature

Digital Signatures guarantee the Three “I”s…

Identity: ID is imbedded in the signed document

Intent: Non-repudiation

Integrity: Any change invalidates signatures

Signature Verified

Document changed!

x +Document hash code Private Key Digital ID X.509 Cert

Encryption

Uniform Electronic Transactions Act (UETA)

Electronic Signatures in Global and National Commerce Act (ESIGN), 2000

2014 EU ‘Electronic Identification and Trust Services for Electronic

Transactions in the Internal Market’ (eIDAS) regulation

NIST Digital Signature Standard

FDA CFR 21 part 11

Electronic signature regulations

Can you use CoSign digital signatures? Yes!

Let’s do a poll!

Digital Transformation Part 1

• Documents organized with

meta-data, not just folder names

Digital Transformation Part 2

• Workflow to manage

business processes

and provide statistics

Digital Transformation Part 3

• Digital Signatures

complete your digital

transformation

• Online, signed,

original documents

Benefits

No more signed paper originals

Hard benefits: save time & printing, scanning, filing,

mailing. Auditable. Secure.

Soft benefits: “Why didn’t we switch to digital

signatures sooner?” Employee, customer and

partner delight.

Benefits

More Benefits: Visit your records department

“We’ll be saving $300K per year”

The Analysts agree…“Enterprise architects should include

e-signatures as part of an overall ECM and

BPM strategy… a foundational technology

along with records management, eDiscovery,

and other content services.”

“Dramatic savings, successful implementation,

no legal challenges”Source: The Forrester Wave™: E-Signatures, Q2 2013

With Digital Signatures…

81% of digital signature projects reach ROI in 12 months or less

Process Transformation

Slow

Expensive

Paper-based

Fast

Low-cost

Fully digital

*25% of digital signature projects reach ROI in 3 months or less

“CoSign by ARX has the most advanced

digital signature capability in the field…easily

integrates with internal security and credential

management along with a strong central

administration”

Source: The Forrester Wave™: E-Signatures, Q2 2013

CoSign End-User Functionality

Customizable & pre-set signature fields

Names, title, reason codes, date/time stamp, logos, graphical signature images

Batch signing, thick client, thin (web) client, tablet, mobile, Signature APIs

Signing with CoSign is easy…

Office 365 Signing demo

Update a letter using Word Online

Sign from Office 365 / SharePoint Online

Verify the signature from desktop Word

Digital Signatures are Independently Verifiable: Recipients do not need CoSign

Proof of document integrity and valid signature

Proof of signer identity

and intent

BYOD? Sure. Sign on any device, anywhere

Securely sign on any device at the office, at home, in the field

Connect CoSign digital signatures to anything

ECMs

Apps

Signature APIs

SharePoint 2013 support

Sign and verify documents, lists, and InfoPath forms

Full SharePoint Workflow support

Office 365 / SharePoint Online support

Full support for Hybrid configurations

SharePoint Server workflow support• CoSign signature tasks with

document preview

• WYSIWYG positioning and sizing of

signature fields

• Auto-sign actions

• Signature verification actions

• Signature field creation from text

anchors

• CoSign User Management

• SharePoint Designer

• K2

• Nintex Workflow

• Visual Studio Workflows

Internal signers—signer works for the organization.

Partner signers—”Extranet” apps for trusted suppliers,

contractors, external staff Eg Vendors, DOT contractors, hospital

doctors.

Long term relationships with signers.

External signers—one-time or infrequent signers.

Eg customers, patients, clients, new hires who are

not yet in the corporate systems.

Internal, Partner & External Signers

CoSign Click• PDF document signing by External signers

• Authentication: Two factor authentication with One Time Password

• API

Two Party signing—Offer Letter workflow

Two party offer letter (contract) signing

CoSign digital signatures

Internal signer

External signer with 2 factor authentication and one-time password via SMS message

Two Party signing—Offer Letter workflow

Kevin, HR Administrator

1. Kevin enters Susan’s data

Bill, HR ManagerSusan, new engineer

Two Party signing—Offer Letter workflow

Kevin, HR Administrator

Bill, HR ManagerSusan, new engineer

2. Bill signs the offer letter

Two Party signing—Offer Letter workflow

Kevin, HR Administrator

Bill, HR ManagerSusan, new engineer

3. Susan authenticates via an

SMS message and signs

Two Party signing—Offer Letter workflow

Kevin, HR Administrator

Bill, HR ManagerSusan, new engineer

4. Bill reviews the signed

letter

Two Party signing—Offer Letter workflow

Kevin, HR Administrator

Bill, HR ManagerSusan, new engineer

5. Signed letter is stored in

the SharePoint system

Demo: New Employee Offer letterWorkflow part 1:

• SharePoint list data via Nintex Forms

• Word template document used to create new Word

doc, populated with data from SharePoint list

• Word document is converted to PDF via Windows

automation services

• Signer task created using CoSign Connector for

Nintex

• Internal signer notified of signing task

Demo: New Employee Offer letterWorkflow part 2:

• Internal signer completes signing process

• Signing request is sent to CoSign Click; includes the

document and other signing parameters

• CoSign Click sends email to external signer

• External signer clicks on link: sees CoSign Click

authentication screen; Two factor authentication /

One Time Password (2FA/OTP) SMS message is sent.

• External signer authenticates, previews and signs

document

Demo: New Employee Offer letterWorkflow part 3:

• External signer completes signing process

• CoSign Click notifies Nintex workflow that document

was signed via web hook call or via polling by

workflow, depending on firewall settings

• Workflow retrieves the newly signed document from

CoSign Click and stores it as a new version in the

SharePoint library

• HR Manager is notified that the offer letter has been

signed

Demo: New Employee Offer letter

• Workflow:

1. HR clerk enters new employee information

2. HR Manager signs letter

(internal signer)

3. Letter sent for signing to candidate via CoSign

Click (external signer)

4. HR Manager notified when letter is signed

• Tools: SharePoint on-prem, Nintex Workflow, Nintex

Forms, CoSign, CoSign Click

2 Party Contract Signing Configuration

HR Admin

Co

rpo

rate

Fire

wall

Gmail

CoSign Click

CoSign Click API

CoSign Central appliance

Kevin, HR Administrator Bill, HR Manager

Susan, new engineer

SharePoint on-prem, Nintex

Your most successful SharePoint ProjectHappy users

Happy managers: Better understandingof their business processes

Happy IT: Expand quality use of SharePoint

Happy Execs: save money, speed the organization

More info, free trial:www.arx.com/sharepoint

Photo credits: Ana Rodríguez Carrington, Patrick Goossens, www.audio-luci-store.it, Thomas Lillis IV, MedillNSZ, Kevin Krejci, iamtheo, Mikhail Koninin, Sam Churchill, Jens karlsson, Richard Foster