The increase in digitisation of businesses has led many companies to change their signing process as well. While many solutions do offer digital signatures, are they compatible with your business goals? Does it provide more than just getting signatures?
This brings us to the need for a practical and efficient eSignatures solution. However, it is also important to consider common mistakes when integrating e-signature into your system.
Let’s talk about the mistakes to help you avoid them when implementing solutions like Dynamics 365 eSign App.
Common Mistakes in Digital Signatures: To Avoid
When choosing an eSignatures add-on for Dynamics 365 or incorporating it into your system, here are some of the mistakes you must avoid:
Choosing eSignatures that Don’t Integrate with the Existing Applications
Your e-signature solution should always interface with your existing applications, such as Google Drive. One drive or any other program utilised within.
Your e-signature solution is only fully automated when smoothly connected to your management systems.
Not Trying Free Trials
If you have the chance, always try the Free Trial. This allows you to trial a new solution for free, familiarise yourself with its capabilities, and become accustomed to using it. Make sure you never pass up a free trial. This can tell you a lot about the tool for future goals.
Contracting a Solution that is too Complex and Difficult to Use
If the signature system utilised is not straightforward for people to use, the goals will not be met with effectiveness, efficiency, and satisfaction in a specific context of use.
The repercussions might range from major reductions in client conversion rates to delays in project signings, which are vital to the company's success.
Choosing a Non-scalable Solution with Standard Rates
The contemporary environment necessitates adaptable solutions that enable businesses to respond rapidly to market developments while still developing smoothly.
However, non-scalable e-signature technologies have the potential to hinder business growth significantly.
Neglecting Internal Training
Companies that include e-signatures in internal procedures frequently fail to educate and train their employees on how the technology works.
Using eSignatures in your workflows should not be limited to the top brass; it should be implemented throughout the organisation.
Internal training should be provided to all staff before they begin using any new technology. This prevents platform misuse and the squandering of productive time.
Not Evaluating Long-term Benefits
When deciding on an electronic signature, you should be clear about whether you want long-term security or to save money by going paperless. As a result, businesses must clarify their goal and long-term advantages.
A less expensive option may appear appealing, but one must determine whether it provides the level of protection required by your company.
Skipping Comprehensive Testing
This is one of the major eSignature implementation challenges. Most firms skip the phase and directly implement the solution. This approach can lead to more problems. Thorough testing is required before deploying the e-signature technology on a big scale.
Neglecting testing might result in unexpected problems such as signature errors, process delays, or system incompatibilities. Conduct thorough tests to confirm that the solution works well and satisfies your requirements.
Buying an eSignature Solution that isn’t Mobile-friendly
With more cross-border contact and the need for people to sign papers on the go, pick a solution that also supports mobile signatures. Always choose a system that allows you to sign documents from any location, at any time, and on any device.
Ensure the solution offers an app or at least a mobile-friendly solution. If you are still bound to go to the office for signing documents or approvals, there is no point in getting the solution.
Choosing a Solution without Record-keeping
Electronic signature systems have precise audit trails that keep track of all acts taken in accordance with agreements. This is required to ensure the legitimacy and authenticity of documents, agreements, and contracts.
To prevent legal ramifications, you must keep a record of the signing process, signers' information, the date and time of the signature, the mechanism of authentication used, etc. The recordkeeping regulations and requirements differ depending on the jurisdiction and industry to which the organisation and signing parties belong.
Conclusion
Adopting an efficient eSignature solution is essential for streamlining business workflows, ensuring security, and enhancing productivity. However, avoiding common mistakes—such as neglecting integration, skipping testing, and choosing non-scalable or non-mobile-friendly solutions—is crucial for successful implementation.
Internal training, record-keeping, and evaluating long-term benefits should also be priorities. Dynamics 365 Electronic Signature offers a seamless and secure way to integrate digital signatures into your business processes, ensuring compliance and efficiency.
By selecting the right solution and addressing these challenges proactively, enterprises can optimise their document management and approval workflows for sustained growth.
