Introduction to eformsign

Overview

eformsign is an electronic document solution that allows anyone to easily create electronic documents from paper documents and utilize various data stored in electronic documents. You can easily create electronic documents by uploading your PDF files onto eformsign and converting the files to electronic forms via eformsign’s Web Form Designer feature. You can also use eformsign’s Microsoft Office add-in to create electronic forms from documents created using Microsoft Office programs including Word, Excel, and PowerPoint.

eformsign allows you to create a workflow for each template according to your company’s business process. You can flexibly set a document signing process for internal documents requiring approvals as well as for external documents such as contracts, agreements, and applications. Furthermore, detailed configurations such as notifications and required input fields can be set for each workflow step or recipient, and the progress status of documents is logged as history. Moreover, an audit trail certificate is provided for the prevention of document forgery and falsification.

eformsign also provides a bulk send feature, by which users can create and send multiple documents at once and can minimize repetitive input with the auto-fill feature. Also, by adding and configuring custom fields, fields in documents such as company information, group and member information, recent input value, and date can be automatically filled in. Furthermore, eformsign allows users to easily manage companies’ members and their permissions, configure detailed notification settings for documents, and manage and utilize data entered in documents by extracting input data.

Key Features

The eformsign solution also provides a digital signature feature which allows you to sign e-signatures on electronic documents.

A digital signature is a signature in electronic form that replaces the traditional wet-ink signature. Just as when signing a signature on paper, you need to prove that the signer is you and this is done by going through an identity verification step. Personal information such as email, social security number, password, phone number, certificate, etc. can be used to verify identity.

Digital signatures have become legally binding in phases in the vast majority of countries around the world. eformsign’s e-signatures are legally binding for individual-individual and corporation-individual matters. As well, it provides various additional features for non-repudiation.

Note

The following describes the legal effect of digital signatures of some regions.

  • South Korea: Digital signatures based on PKI standards have a strong legal status, and their legality is not discriminated against the wet-ink signatures. According to Section 3.3 of the Digital Signature Act, a digital signature other than a certified digital signature shall have such an effect of a signature, signature and seal, or name and seal, as is agreed between the parties concerned.

  • USA: Under the “technologically neutral” principle, any preference to more sophisticated or more secure technologies such as PKI is not given. There are many cases of increasing the reliability of digital signatures through identity verification or authentication services.

  • EU: Digital signatures are categorized into Qualified Electronic Signatures (QES), Advanced Electronic Signatures (AdES), and general Electronic signatures, and their legal status is applied accordingly, corresponding to the characteristics of each type of document.

  • Japan: With the existence of a Specified Authentication Services, a stronger legal effect is given to the digital signature authorized by the secretary of the state.

Basic Terms

The following are some basic terms you should be familiar with before using eformsign.

  • Web Form Designer

    Web form designer is a tool for quickly and easily creating electronic forms by uploading existing document files onto eformsign. You can create templates by adding components such as signature, text box, and check box to documents such as agreements, applications, and contracts in the PDF format. You can then create documents from templates and send them to recipients to be reviewed and signed.

  • Form Builder

    Form builder is a tool used to create electronic forms by converting Microsoft Office files such as applications, contracts, and agreements into electronic forms that contain components such as signature and text box. Form builder also uploads the converted electronic forms onto eformsign. Form builder is an Microsoft Office add-in, and it is shown as a ribbon menu which is called OZ in Office.

  • Dashboard

    This is the main screen shown when logging into eformsign. You can access the sidebar menu by clicking the menu icon(image1) on the left side of the screen. Each menu may appear differently depending on the permissions you have. (The Company administrator can access all the menus.)

    eformsign Dashboard Screen
  • Templates

    Templates This is an electronic form that serves as a starting point for a new document. With a template, you can create many documents from it. You can create templates by converting existing Microsoft Office files using Form builder or by uploading PDF files directly onto eformsign.

  • Document

    A document can be an electronic document you create and send for signature by using a template or an electronic document you create and send by upload your file. A document can be created and sent for signature by using either one of the New from my file menu or the New from template menu. Any document created like this counts as a document created in eformsign.

  • This is a cloud space for storing and viewing documents. It consists of the following three menus according to the document status:

    • Action required: Shows the list of documents that you need to sign, approve, or send.

    • In progress: Shows the list of documents you have created or processed but are incomplete.

    • Completed: Shows the list of all the completed documents you have created or participated in.

  • Drafts

    Shows the list of documents saved as draft when creating a document by accessing the New from my file menu.

  • Workflow

    A workflow refers to the entire document process from when a document is created to when it is completed. Template managers can create the workflow steps for each template. All workflows have two default steps, Start – Complete, and can add three more types of steps as shown below:

    • Approver: Step in which an approver can approve the document sent by the document creator.

    • Internal recipient: Step in which an internal recipient (a member of the company) can review and sign the document sent by the document creator.

    • External recipient: Step in which a user who is not a member of the company can review and sign the document sent by the document creator (or the internal recipient).

    Workflow Steps
  • Company Administrator

    The representative of a company and has full permission to use eformsign.

  • Company Management Permission

    Members with company management permission can access company management menus, and can manage the company, groups, and members.

  • Template Management Permission

    With this permission, a member can access the Manage templates menu and can manage templates. Managing templates includes creating, deploying, editing, and deleting the eformsign templates.

  • Document Management Permission

    With this permission, a member can access the Manage documents menu to view the documents created from each template, approve documents requested to be voided, or permanently remove documents from the system. Note that the document management permission can be set for each separate template.

eformsign Usage Flow

To use eformsign, you can either upload a PDF file onto eformsign and create an electronic form online, or create a form using Microsoft Word, Excel, or PowerPoint and then upload it to eformsign.

Note

Currently, the method of uploading files and creating forms online only supports PDF files. Microsoft Office files, and image files such as JPG and PNG are planned to be supported in the near future.

New from my file

You can upload a PDF file onto eformsign and then create and send a document by adding components such as text, signature, and date. You can easily and freely send a document by uploading a file, without the need to create a template. Just simply add components to the uploaded document, set the workflow in the Add recipients step, and then press the Start Now button to send.

Also, before sending a document to recipients, you can temporarily save it as a draft and then send it later.

Usage Flow of eformsign using New from my file

Create from template

There are two ways to create a document from a template: uploading a file on eformsign and creating a template using Web Form Designer, and creating a template using Microsoft Office using Form Builder and uploading it on eformsign.

  1. Using Web Form Designer

    You can create a template by uploading a document file (in the PDF format) on eformsign and then adding the components you want such as text, signature, and date onto the document.

    After adding components in the uploaded document, configure the template settings, workflow, notification settings and deploy the template.

    You can then go to the New document menu to create a document from a template you deployed and send it to recipients

    Usage Flow of eformsign Using Web Form Designer
  2. Using Form Builder

    You can create a template by creating or opening a document file in Microsoft Office (Word, Excel, and PowerPoint), and then using the ribbon menu (named OZ in Office) to add the components you want such as text, signature, and date onto the document. Then, you can upload the template you created onto eformsign by clicking the Upload button in the ribbon menu.

    After uploading the template, set the template settings, workflow, notification settings, etc. and deploy the template.

    You can then go to the New document menu to create a document from a deployed template and send it to recipients

Usage Flow of eformsign Using Form Builder

Minimum System Requirements

The minimum system requirements for Form builder and eformsign are as follows:

  • Form builder (OZ in Office)

    • OS: Windows 7 and later

    • MS Office: Microsoft Office 2010 and later

  • eformsign and Web form designer

    • OS: Windows 7 and later, OS X Mavericks and later

    • Browser: Internet Explorer 11 and later, Chrome 49 and later, Safari 9 and later

    • Mobile OS: iOS: 6.1.6 and later, Android: 5.0 (Lollipop) and later

    Note

    Installing the mobile eformsign app is not a mandatory requirement to use eformsign.

Use Cases

eformsign can be used for many different cases, including creating contract, agreement, and application forms. All documents are encrypted (AES-256 method) and stored in the PDF/A format, which is the international standard for long-term storage of documents.

Contract Forms

Electronic documents can be used to sign various types of contracts including employment contracts, purchase/rental contracts, maintenance contracts, and franchising contracts. By using eformsign, you can record the history of contract processes, prevent the forgery of documents through audit trail certificates, and sign hundreds of contracts without meeting face-to-face with customers or contracting parties.

The e-contract process using eformsign is as follows:

E-Contract Process

Agreement Forms

Electronic documents can be used to sign various types of agreements including privacy policy and consent forms, medical informed consent forms, parental consent forms, and sublease agreement forms. You can use various types of devices including smartphones, tablets, and computers to create and send thousands of agreement forms to recipients at once.

The e-agreement process using eformsign is as follows:

E-Agreement Process

Application Forms

Electronic documents can be used to sign various types of applications including application forms for registrations, quotations, medical treatments, and purchases. eformsign’s workflow feature allows you to easily send application forms even when an application needs to go through multiple departments in an organization as well as forwarding the document to the correct department. You can also send the copy of a completed document to the parties involved immediately after the document is completed.

Example Workflow of an Application Form

The e-application process using eformsign is as follows:

E-Application Process