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November 20, 2014
Digital Disruption: Digital Signatures, Your Most Successful SharePoint Project
Larry KlugerSr Marketing Manager, [email protected] Blog: kluger.com/aiim
Digital Disruption
“The barriers to entry
in your market just vanished.
Unexpected competitors are
swarming in.
Are you ready?
Disrupt yourself now.”—Forrester Research
Photo credit: Ana Rodríguez Carrington
Digital Disruption
New competitors fueled by savings
from digital systems, moving 10
times faster than the old average.
Old competitors also becoming
faster, more efficient.
Are you ready?
Disrupt yourself now.
Photo credit: Ana Rodríguez Carrington
Faster, Better, Cheaper
Photo credit: Ana Rodríguez Carrington
SharePoint
Workflow
CoSign Digital Signatures
Digital Signatures: faster, better, cheaper
Digital Signatures:
the open standard
for eliminating
paper, speeding
business processes,
saving money
Recipients use free
Adobe Reader,
Word, etc to view
and verify
signaturesCredit: Patrick Goossens
Can you use CoSign digital signatures? Yes!
Uniform Electronic Transactions Act (UETA)
Electronic Signatures in Global and National Commerce Act (ESIGN), 2000
NIST Digital Signature Standard
FDA CFR 21 part 11
Fully complies with the 2014 EU ‘Electronic Identification and Trust Services
for Electronic Transactions in the Internal Market’ (eIDAS) regulation
EU Directive on a Framework for Electronic
Signatures (99/93/EC)
EU Common Criteria EAL4+ certification
EU CEN/TS 419241 with level 2 security
UK: Electronic Signatures Regulations 2002
CoSign Standard Digital Signatures
Digital Signatures are the most secure form 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
Components:
– ID Certificates
– Private Key
– Public Key
Document integrity confirmed
Document change detected
Digital Signatures are vetted for security and consistency by NIST, ETSI, ISO, IETF, & W3C
x +
Document hash code Private Key Digital ID X.509 Cert
Encryption
Let’s do a poll!
www.audio-luci-store.it
Digital Transformation & Digital Signatures
SharePoint and other ECMs enable the first part of digital transformation:
– Documents organized with meta-data, not just folder names
– Workflow to manage business processes and provide statistics
Digital Transformation & Digital Signatures
Digital Signatures complete the digital transformation
Online documents from start to finish: no more print, sign, scan.
The online document is the signed original document.
Digital Transformation & Digital Signatures
Benefits
– No more worrying about filing the signed paper original
– Hard benefits: save time & printing, scanning, filing, mailing $$
– Soft benefits: “Why didn’t we switch to digital signatures sooner?” Employee, customer and partner delight.
“We’ll be saving $300K per year”
How much do you spend on overnight
envelopes?
Field trip: Visit your records department
and count the file cabinets
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
Before Digital Signatures
“More than half of our documents
require signatures”
“It takes us more than a day just to
collect signatures”
“We print half of our documents just
for signing”
After 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
The “most advanced” Digital Signature Solution
“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 for customization and web-signing
Signing with CoSign is easy…
Office 365 Signing demo
Update a letter using Word Online
Sign from Office 365 / SharePoint Online
Digital Signatures are Independently Verifiable: Recipients do not need CoSign
Digital Signature Verification
Proof of document integrity and valid signature
Proof of signer identity
and intent
BYOD? Sure. Sign on any device, anywhere
S
Securely sign on any deviceat the office, at home, in the field
Connect CoSign digital signatures to anything
CoSign Connections for
SharePoint, K2, OpenText CS,
OpenText eDOCS,
Oracle WCC, Alfresco, Box,
Google Drive, SAP, iManage,
Siemens TeamCenter,
AutoCAD, and many more
CoSign Signature APIs provide integration with or without
a signing User Interface. See www.arx.com/api
Image credit: Kevin Krejci
SharePoint 2013 support
Sign and verify documents, lists, and InfoPath forms from within the SharePoint on-prem browser interface
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
* Different workflow tools offer
different features
SharePoint Designer
K2
Nintex Workflow
Visual Studio Workflows
Internal, Partner & External Signers
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.
CoSign Click click.cosign.eu
PDF document signing by External signers
Authentication: Two factor authentication
/ One Time Password(2FA/OTP) SMS message or
RESTful API
Signature Field locator support
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 letter
Workflow 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 letter
Workflow 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 letter
Workflow 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
Two party Offer Letter
signing
1. HR Manager
2. New hire (via CoSign
Click)
Kevin the HR AdminEnters Offer Letter details into SharePoint
Bill the HR ManagerReviews & Signs Offer Letter via SharePoint
Susan the New HireCounter-signs Offer Letter via CoSign Click
• Nintex Workflow creates a custom
word document and converts it to
• The HR Manager is tasked to sign
the document and alerted via
• After signing, Nintex Workflow
sends a signing request to CoSign
Click
Bill the HR ManagerReviews the signed Offer Letter via SharePoint
• After signing, CoSign Click notifies
Nintex Workflow. Workflow
retrieves signed PDF from CoSign
Click and sends email alert to HR
Manager
2 Party Signing demo Configuration
SharePoint on-premises
Nintex Forms and Workflow
CoSign Connectors f`or SharePoint and Nintex
HR Admin
Co
rpo
rate
Fire
wall
Gmail
CoSign Click
The workflow uses the CoSign Click
api to send the signing request and
receive the signed file
CoSign Central appliance
Kevin, HR Administrator Bill, HR Manager Susan, new engineer
Your most successful SharePoint Project
Happy users
Happy managers:
Better understanding
of their business
processes
Happy IT: Expand quality use of SharePoint
Happy Execs: save money, speed the
organizationCredit: Jens karlsson