Digital Signature Workflow

eSIGN is an electronic signature service — a digital platform that allows users to sign documents securely and legally without the need to print or physically sign them. eSIGN is designed to manage all types of electronic signatures (simple, advanced, qualified – digital – and seal) in compliance with current regulations, ensuring the corresponding legal validity for each type.
eSIGN - Workflow

Workflow for Multiple Signatures

eSIGN allows you to include a set of documents in each process and manage, for each document, the application of multiple signatures (from different signers) and/or repeated signatures (from the same signer in different parts of the document). The signing process includes sending email notifications and using One Time Passwords (OTPs), which can be received via SMS on the signer’s mobile phone or generated through a dedicated application. At the end of the signing process, all documents are uploaded to the document management system and automatically archived in compliance with legal standards, according to the service’s defined rules. eSIGN provides a structured and intuitive electronic signature process, designed to ensure efficiency, security, and regulatory compliance. The service includes:
  • the definition of the signers’ user profiles;
  • the configuration of standard templates for defining signature processes;
  • the definition of signature workflows using templates (for standard processes) or fully customized based on the document;
  • the verification, monitoring, and management of the entire signing workflow from start to completion;
  • the subsequent compliant archiving of documents, based on the ePLUS service.

Benefits of eSIGN for tour Company

Sign Documents Quickly and Securely
eSIGN allows the use of all types of electronic signatures (simple, advanced, qualified – digital – and seal) required by current regulations, ensuring the corresponding legal value for each type. Signers receive an email notification and can sign documents using a One Time Password (OTP), sent to their mobile phone via SMS or generated through a dedicated application.
Management of Multiple and Repeated Signatures
The service allows multiple documents to be included in each process and manages, for each document, the application of multiple signatures (by different parties) and repeated signatures (by the same person in different sections of the document). Thanks to specific templates, eSIGN enables the parametric definition of all signing procedures used within the company, the users involved, and the type of signature required.
Creation of Custom Workflows
eSIGN offers the ability to define signing processes through standard templates or customized configurations based on the document. The service includes defining the personal data of the signatories, configuring standard templates to outline signing processes, and managing the entire signing workflow — from initiation to completion.
eSIGN

The Signing Process

  Digitizing business processes with solutions like eSIGN by Entaksi Solutions SpA offers a series of significant advantages that can transform the way a company manages its operations. One of the main benefits is the reduction of bureaucracy. By adopting electronic signatures, the need for paper documents is eliminated, simplifying administrative procedures and reducing the burdens associated with managing physical documentation. This leads not only to a more streamlined work environment but also to greater environmental sustainability. Another key aspect is the optimization of workflows. Digital document management allows business processes to be automated, improving operational efficiency and ensuring smoother and more organized management of activities. This means fewer errors, greater transparency, and a significant improvement in overall productivity. Finally, adopting tools like eSIGN provides substantial time and resource savings. By automating manual and repetitive tasks, staff can focus on more strategic activities, reducing execution times and operating costs. This not only optimizes available resources but also helps create a more dynamic and efficient work environment. Implementing a solution like eSIGN not only improves the company’s internal efficiency but also increases customer satisfaction by offering faster and more modern services, ensuring a strong competitive advantage in the market. At the end of the signing process, all documents are uploaded to the document management system and automatically transferred to long-term preservation, according to the rules and settings defined in the service.

Legal Compliance and Certified Preservation

 
eSIGN guarantees legal validity for all types of electronic signatures and ensures the automatic preservation of documents in accordance with current regulations. The system is designed to ensure that every document is managed and preserved with the highest level of security and compliance, offering a reliable solution for all business needs.
Legal Compliance and Certified Preservation eSIGN guarantees legal validity for all types of electronic signatures and ensures the automatic preservation of documents according to current regulations. The system is designed to ensure that every document is managed and preserved with the highest level of security and compliance, providing a reliable solution for all business needs. eSIGN complies with regulatory standards and guarantees the legal value of every electronic signature, from simple to qualified, including electronic seals. This means that each signed document is legally binding and secure, meeting both national and European legal requirements. Automatic Document Preservation Thanks to an integrated document management system, eSIGN allows for the automatic archiving of signed documents. Preservation is carried out in compliance with regulatory standards, ensuring the integrity, security, and retrievability of documents over time.

Compliance Certifications

The eSIGN system complies with a wide range of international standards, ensuring the security, quality, and operational continuity of the service:
  • ISO 27001: Information security, including the following extensions:
  • ISO 27017: Specific controls for cloud information security.
  • ISO 27018: Protection of personal data in the cloud.
  • ISO 27035: Security incident management.
  • ISO 9001: Quality management standard.
  • ISO 20000-1: Service management standard.
  • ISO 22301: Business continuity management standard.
  • ISO 14721 OAIS: Open Archival Information System for digital archive management.
  • UNI 11386 SInCRO: Descriptive structure of the archival package index.
  • ETSI EN 319 401 and ETSI TS 119 511: Requirements for the long-term preservation of electronic signatures and seals.
Thanks to these certifications, eSIGN not only meets regulatory requirements but also provides a robust and secure solution for digital document management.

How eSIGN Works

eSIGN_Impostazione del workflow di firma

Signature Workflow Setup

The system allows the configuration of a signature workflow or the use of preconfigured templates, through which the operator defines the documents to be signed, the placement and type of signatures to be applied, the users who will sign the documents, and any notifications to be sent.

Email Notifications and OTP via SMS/App

The process sends an email notification to the signer. This notification contains all the necessary instructions to access the documents to be signed. To ensure security, eSIGN uses a two-factor authentication (2FA) system. The signer receives a One Time Password (OTP), which can be sent via SMS to their mobile phone or generated by a dedicated application. This system ensures that only the authorized person can access and sign the documents.
eSIGN_Template_Cornice Ritagliata 1 (2)
eSIGN_FirmaGuidata

Guided Signing

Once authenticated, the signer is guided through an intuitive interface where they can view the documents and apply their signature quickly and easily. Thanks to predefined and configurable templates, it is possible to define the exact points where signatures must be placed, ensuring that every document is completed correctly and without errors.

Maximum Security

eSIGN adopts the highest security standards to protect data and ensure the integrity of signed documents. All data is encrypted during the process, and documents are securely stored in compliance with digital preservation regulations. In addition, each signature is legally binding and compliant with European eIDAS standards.
eSIGN_Sicurezza Massima

Integrate eSIGN with Your Business Systems

eSIGN is designed to be easily integrated into existing business systems, ensuring a seamless experience and improving operational efficiency. Thanks to its flexibility and compatibility with a wide range of solutions, eSIGN can adapt to the specific needs of any company.   eSIGN integrates perfectly with existing document management systems, allowing signed documents to be automatically archived in compliance with regulations. This feature ensures that documents are always accessible, organized, and securely stored, simplifying daily operations.   Compatibility with ERP and Custom Solutions eSIGN is compatible with major ERP systems and can be integrated into custom solutions developed to meet the specific needs of businesses. This flexibility makes it possible to add electronic signature functionality to existing business processes, improving efficiency without disrupting established procedures.
Automation
Reduction of manual operations thanks to electronic signatures integrated into business systems.
Scalability
Adaptability to every type of company, from small businesses to large organizations.
ERP
Direct integration with the most common management software to automate signature processes within business workflows.
Custom Solutions
Ability to adapt eSIGN to unique processes, such as signing specific contracts, internal approvals, or order management.

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Collabora con Entaksi Solutions SpA e accedi a soluzioni innovative per la digitalizzazione dei processi documentali.

Insieme possiamo trasformare la gestione dei documenti e offrire valore aggiunto ai tuoi clienti, garantendo sicurezza, affidabilità e conformità normativa. Scegli di crescere con noi!

Maggiori informazioni

Technical Area and Documentation

Help Desk
The Help Desk service is available on all working days from 9:00 AM to 6:00 PM, excluding Saturdays and holidays. You can receive assistance by sending an email to assistenza@entaksi.eu
Documentation
Download the eSIGN User Manual
Presentation

Video Guide

FAQ

An electronic signature workflow is a digital process that manages the creation, sending, signing, and archiving of electronic documents in an automated way, improving efficiency and reducing the use of paper documents.

The integration of electronic signatures into an automated workflow offers advantages such as greater transparency, improved collaboration, reduced approval times, and increased document security.

An electronic signature workflow can handle various types of documents, including contracts, invoices, legal agreements, HR documents, and other business files that require formal approval.

Security is ensured through the use of digital certificates, encryption, and multi-factor authentication, guaranteeing that only authorized individuals can access and sign the documents.

A simple electronic signature is the most basic form of electronic signing. It consists of any set of electronic data used to identify a person and their intent to sign a document. In case of a dispute, its evidentiary value depends entirely on the judge’s discretion.

An advanced electronic signature provides greater security and reliability. When used correctly, it has, in contexts defined by law, the same legal value as a handwritten signature.

A qualified electronic signature (which in Italy is essentially synonymous with a digital signature) has the highest level of legal value and security. It is based on a qualified digital certificate issued by a Certification Authority and requires the use of secure signature devices. It is the only type of electronic signature that holds the same legal status as a handwritten one.

In summary, the difference between the three levels lies in their degree of security, the assurance of the signer’s identity, and the recognized legal validity — from the informal simplicity of the simple electronic signature, to the technical robustness of the advanced one, up to the full legal validity guaranteed by the qualified signature.

Yes, in the European Union, qualified electronic signatures have the same legal value as handwritten signatures, as established by the eIDAS Regulation.
Electronic signatures can be integrated into existing business processes through the use of document management software and workflow solutions that support digital signing, facilitating automation and optimization of approval processes.
The technical requirements include adopting a document management platform that supports electronic signatures, having access to digital certificates issued by a qualified trust service provider, and integrating the system with existing company infrastructure.
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