Digital signature workflow with Next®

New feature for those who want sign documents and contracts in Next® electronically, using an external digital signature service provider.

What is a digital signature?

Digital signature is a process that guarantees that the contents of a message have not been altered in transit. When you digitally sign a document, you add a one-way hash (encryption) of the message content using your public and private key pair. The recipient can still read it, but the process creates a "signature" that only the public key can decrypt. The recipient, using the public key, can then validate the sender as well as the integrity of the message contents.

No matter if it’s…

  • an invoice, or
  • a purchase oreder, or
  • a contract

… and the digital signature does not match the public key in the digital certificate, then the recipient knows that the message has been altered.

Digital signatures are like electronic fingerprints. In the form of a coded message, the digital signature securely associates a signer with a document in a recorded transaction. Digital signatures use a standard, accepted format, called Public Key Infrastructure (PKI), to provide the highest levels of security and universal acceptance. They are a specific signature technology implementation of electronic signature (eSignature).

What does it mean to you?

Approval signatures on a document can be used in your organization's business workflow. They help optimize your organization's approval procedure. The process involves capturing approvals made by you and other individuals and embedding them within the business document.

The concept for digitally signing documents from within Next® is based on an integrated solution between Next® and a 3rd party digital signature service provider. Nextway has chosen to team up with experts in the field of digital signatures as well as document and process management to supply our customers with the best of both worlds.

Supported variants

There are a myriad of vendors and service providers offering digital signature solutions that meet both national and international standards. As business requirements vary from organization to organization, Nextway will enter strategic partnerships to meet both customer demand as well as national standards and legal requirements. 

With a combined solution from Nextway and local digital signature providers, customers will be able to meet their objective goals for digitally signing documents – both on short and longer term. And combined with open interfaces that allow for integration with your current and future business systems.

Conceptual process overview

The following business process workflow applies for a general document digital signing process, but the signing flow can also be adapted to more specific customer needs.


Digital signature workflow in Next® 


Benefits of digitally signing documents with Next®

The benefits of digitally signing documents instead of paper based, wet-ink signatures are obvious – reduce paper waste, decrease operating costs, speed up document delivery, just to name a few – but what's maybe not so clear is what's going on when you apply a digital signature to a document.

  • Reduce paper waste: If the “go green” mentality isn’t compelling enough, think about the costs associated - the paper itself, printers (and the inevitable printer maintenance), ink, toner, storage, etc.
  • Decrease overhead costs: Once you have documents printed and signed, you still have to get them over to the recipient, which drives up the costs even more. If you want to bring the documents back into your electronic workflow, you will need to scan each document back into your computer before you can send it along to the appropriate people. The time it takes to scan one document might seem trivial, but when you consider the average number of documents per project pointed out above, this can be a real drain on your internal resources.
  • Shorten document processing timelines: It takes a long time to print out a document, track down the necessary signer, and then scan and email or mail the document to the recipient...and that doesn’t take into account if multiple signatures are needed! 

With Next®, the digital signature process can be shortened while keeping the operational costs low as well as meeting your environmental and CSR goals.


The business log

When you put a document in Next® on digital signature workflow, the business log is updated.

Future enhancements

Not yet planned.

Additional information

Please refer to the online product guide for additional information on this feature, once it is released.

Commercial terms and conditions

This new feature is available at as an extension module and comes with an additional cost. Any consultancy assistance will be invoiced.

Disclaimer

Despite our best efforts, we may be forced to change both content and expected delivery of future product updates without notice.  


This feature awaits commercial approval.

Details

Title:

Digital signature workflow with Next®

Type:

New feature

Status:

In planning

Release time:

Not yet allocated

Affected products:

Next® Contracts
Next® Enterprise Archive

Audience:

Business users
Next® Admins
Next® Specialists
Architects

Classification:

Public

Responsible product manager:

Steen Munksgaard

Updated:

24.06.2020

By:

Steen Munksgaard