Creating a compliant and truly paperless process with eSignatures

Introduction 3

What are electronic signatures (eSignatures)? 5

Why use electronic signatures? 5

Benefits of eSignatures 6

DocuSign across department 10

DocuSign and Microsoft 13

DocuSign for Word 14

DocuSign for Outlook 15

DocuSign for SharePoint 16

DocuSign for Dynamics 365 17

DocuSign and 18

Table of Contents

Customer use cases• Cells4Life helps parents-to-be support child’s health with DocuSign

• Property Button reduces homelessness by 27 percent across 127,000properties

• USB2U closes deals faster with DocuSign

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Introduction DocuSign is an eSignature solution, enabling businesses to replace manual signature processing with easy, fast and trusted digital approval. Formally recognised in legal proceedings, eSignatures have become an accepted part of conducting business electronically.

DocuSign delivers a suite of services across department, for organisations of any size and industry, and has more than 85 million users spread across 225,000 companies in 188 countries (using 43 different languages).

DocuSign integrates with Microsoft Dynamics 365 and Office 365 to enable users to benefit from a seamless, end-to-end transaction compliance management solution linked to their familiar and widely-used applications. For example, users can create and send a document for approval andsignature in Word; send, receive, and sign attachments securely from within Outlook; sign, request a signature on, and track the status of documents in a SharePoint library; and save completed documents automatically to SharePoint or OneDrive for Business.

*unless otherwise stated, figurescome from DocuSign’s research paperWhat do your customers expect?

88%

61%

of consumers

of C-level executivesexpect to complete business digitally*

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What are electronic signatures (eSignatures)?Electronic signatures are used for signing documents such as offer letters, sales contracts, permission slips, rental/lease agreements, liability waivers, financial documents, and many other types of document. They are legally binding for most business and personal transactions in almost every country in the world.

Each electronic signature is unique, documentable, encrypted, and tamper-evident. DocuSign ensures the confidentiality of all transactions and maintains a comprehensive audit trail of signing events.

Why use electronic signatures?

DTM (digital transaction management) is revolutionising the way documents are shared, signed and stored. Consultancy to the software, services and technology industry, Intellicap, found DocuSign’s DTM platform offered improvements to critical business processes, such as:

• Reduction in turnaround time by 13.5 days, or 97 percent

• Improvement in productivity of more than 61 percent

• Documents received in ‘not in good order’ (NIGO) reduced from 27.5 to5.1 percent (an 81.6 percent improvement).

Results like these mean companies are embracing the benefits of the technology: according to analyst firm Forrester, 83 percent of IT decision makers have expressed a need for a DTM solution.

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Increased Productivity

Organisations can use DocuSign to replace slow, manually-intensive contract workflow processes with streamlined electronic versions and reduce time spent preparing, sending, and following up on contracts for signatures. This enables the sales team, for example, to spend more time on consultative sales and less time on paperwork.

Customers can experience up to a 25x faster turnaround time on agreements by using electronic signatures.

Reduction in costs

Paper can be a pain, employees wasting thousands of man-hours per year searching for misfiled documents and lost data.

A Forrester poll found that 98 percent of companies reported revenue impact from poor transaction management, with 37 percent of companies estimating revenue loss to be between 11 and 25 percent.

Implementing electronic signatures and contract processing and retention can enable companies to reduce printing, paper, communication, legal, and storage costs. For organisations with multiple sites and the need to retain and refer to contracts in the future, the savings can be significant.

Benefits of eSignaturesCustomer use case:

Cells4Life helps parents-to-be support child’s health with DocuSign

Founded in the UK in 2002 by doctors and scientists, Cells4Life was the first private company to offer a stem cell storage and collection service.

To ensure compliance with the Human Tissue Act, Cells4Life requires mothers to complete an extensive set of documents, including a maternal consent form, disclosure of existing medical issues and a legal agreement. Cells4Life looked for a solution to improve the customer experience and ensure its security.

Implementing DocuSign, Cells4Life successfully increased accuracy and integrity of medical consents, while giving parents-to-be a fast and convenient way to provide signatures – even from the labour and delivery room.

Now, parents can sign documents on their smart phone or tablet, making the process much easier for all involved.

Top benefits achieved:

• Faster turnaround of documentation

• Increased accuracy

• Perfect integrity of documentation

• Increased flexibility and convenienceof service

• Streamlined transactions withensured security

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Customer use case:

Property Button reduces homelessness by 27 percent across 127,000 properties

Property Button is used by property professionals to minimise rental void periods. From advertising rentals and scheduling viewings to managing move-ins and recording rent payments, Dublin-based Property Button manages the commercial transactions relating to more than 42,000 properties, 143,000 products and €60m of revenue per year.

To fill rental properties faster, it was imperative that Property Button eliminated paper-heavy tasks inherent to the property industry, and which include identity management, and lease and reference processing.

By digitising central processes, Property Button benefits from faster document turnaround times, increased accuracy and a more streamlined business. The company has reduced the vacancy time by six weeks across 127,000 properties in the Republic of Ireland, reducing reduced homelessness, and providing an increased return on investment to the properties’ owners.

Top benefits achieved

• Property vacancy reduced by an averageof 27 percent across 127,000 properties

• Digitised property management lifecyclefor 800 housing associations, estateagents, private landlords and local councils

• A scalable eSignature solution that iscompliant with global regulations.

Time savings

In addition to negotiating slow and manually-intensive document workflow processes, one of the biggest problems with handling critical documents is that gaining approvals from multiple stakeholders can take so long it delays progress.

While a 700-page document takes 16 hours on average to send overnight via courier, it takes two seconds to send digitally, and DocuSign customers complete 80 percent of agreements within a day.

With DocuSign, there is no waiting for important documents to arrive, no lost paperwork and no contracts sitting in clients’ inboxes for days. Signing is easy, at the click of a button – and because they can use DocuSign from any mobile device, customers, contractors or partners don’t even need to be in the office to sign. Tracking – of who has signed and when – provides even greater transparency.

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Improved data quality

Because key components of contracts are automatically generated from the application and document mark-ups are tracked with version control, signers are aware of any changes to a contract before signing. Companies can ensure consistent terms and conditions are maintained and that appropriate signer and company information is included. This supports overall contract consistency and data quality and reduces the likelihood of post-contract disputes.

Fully tracked and auditable

Electronic signatures help organisations to adopt standard contract processes and retention policies, to maintain consistent audit trails and reduce legal risk. Companies benefit from ‘cleaner’ contracts, leaving less potential for dispute.

All document transaction information is captured in one location, helping companies respond to audit requests and assert the validity of electronic contracts and signatures. DocuSign also provides a third-party, legally binding Certificate of Completion that is admissible in court, if necessary, to confirm the validity of a transaction.

Paperless

While many modern transactions begin electronically, the final sign-off can rely on traditional and often inconvenient methods that involve printing documents and using options such as fax, courier, or overnight delivery to guarantee signature. Employees can also find themselves drowning in volumes of hard copies, making it difficult to search for critical documents. Using electronic signatures can make the move to paperless a reality.

“If companies aren’t already going digital to accelerate the process of doing business internally, they need to do so for their customers.”

Scott Olrich, chief strategy and marketing officer at DocuSign

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Highest level of security

DocuSign offers the industry’s strongest data encryption practices, with systems audited and certified against the most rigorous security certifications: ISO 27001, TRUSTe, PCI, SSAE 16 SOC1 & SOC 2 audited, Safe Harbor certifications.

It also offers world-class legal protection with the greatest number of authentication options, a comprehensive digital audit trail and 256-bit encryption.

Legally compliant

An increasing number of organisations – regardless of whether operating within highly-regulated industries – are aware of the damage that noncompliance can cause, both financially and to their reputation.

Modern DTM solutions like DocuSign which facilitate and automate workflow, signatures, and audit trails, can give companies 24/7 visibility into higher-risk areas, while eliminating time-consuming, costly manual monitoring, and increasing security at the same time.

Customer use case:

USB2U closes deals faster with DocuSign

USB2U is one of the UK’s leading suppliers of promotional and branded USB flash drives. The organisation supplies hundreds of thousands of USB sticks printed with its customers’ logos each year.

USB2U sends hundreds of contracts out every month. However, they were having difficulty in getting the documents finalised. USB2U’s products are typically ordered for press events, conferences and seminars, and so customers have a deadline on the order. It therefore required a solution to reduce the turnaround time of its contracts.

Since using DocuSign, USB2U has saved on average 1-2 days’ lead-time, is not seeing as many abandoned contracts and customers are no longer going to competitors because they have to print, sign and send documents. USB2U employees can now spend more time supporting customers and winning new business.

Top benefits achieved

• 80 percent of documents returned withinfour hours

• An average 1-2 days’ lead-time saved

• Five fewer complaints per month thanpreviously arose from customers having tofax, scan or post order forms

• Orders now completed within a matterof minutes

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Error-free transactions

Users can make fields required or optional, change a field’s recipient details, enter data and make it read-only, or apply validation to enforce data entry rules, among other options.

Better for the environment

DocuSign eSignature service eliminates the need to print, fax, scan, mail and store paper documents through provision of a fast, green, easy-to-use electronic document signing process.

Mobility

Users can access documents, from anywhere, at any time, on any device: PC, laptop, tablet or any web-enabled mobile device including Apple, BlackBerry, Google Android or Windows phone.

Electronic signatures can digitally transform businesses from any industry, across all departments.

For example, HR departments can streamline compensation, training, and benefits processes. Digitisation can even deliver a competitive advantage by enabling HR to complete the hiring process before the candidate can receive a competitor’s offer. Elsewhere, deploying DTM in the sales department can directly affect company revenues; saving just a few days — or even hours — in completing a contract can have a dramatic impact on the bottom line.

Two in fiveconsumers have had a document lost in the post in the past year, with

62% of consumersfeeling uncomfortable sending important or sensitive paper documents this way.

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Sales

With DocuSign sales teams can spend more time selling and less time tracking down signatures. It’s easy to modify contracts to ensure appropriate deal terms are incorporated, including contract start and end dates among other inputs. DocuSign also integrates with many of the leading CRM systems, including Microsoft Dynamics 365.

Human Resources

DocuSign helps HR departments create paper-free and streamlined key functions, such as hiring, onboarding, and benefits enrolment. Off-boarding employees can entail dozens of steps and numerous signatures; using DocuSign provides end-to-end visibility and an audit trail.

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DocuSign across departmentFinance

With DocuSign, finance departments can accelerate invoicing and cash flow, improve compliance, gain real-time visibility into critical document processes, and integrate DocuSign with existing finance systems. Accounts can feed data directly into the billing system, reducing error and accelerating the billing process.

IT / Operations

DocuSign allows IT to fully automate processes and forms across a wide range of functions, from asset tracking to processing issue tickets. The IT team can embed sign-offs into project management documents, from those dealing with bug fixes to new feature requests, ensuring better visibility and control.

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Legal

DocuSign helps law firms and legal departments increase document automation, efficiency and compliance with industry-leading standards of enforceability, including robust authentication, encryption, tamper-seal certificates, chain of custody, and a non-repudiable audit trail.

Non-disclosure agreements (NDAs) with job applicants, new employees, vendors, and partners can be swiftly executed by using pre-configured templates and workflow.

Marketing

With DocuSign programme launch is faster as contract execution is easier, as is sign-off for marketing plans, briefs, press releases and content. It can also improve programme performance through providing an easier way for customers to register for events. Legally-binding release forms signed by customers and consumers are easier to obtain for use in campaigns, and routing approval quicker with full visibility and audit trail.

Facilities

DocuSign helps facilities teams optimise the processes needed to run physical premises, increasing visibility into key processes, and making on-site interactions more pleasant for customers, vendors and employees. DocuSign streamlines the lease signing process, handles complex negotiations and approvals, automatically calculating fields, and even managing payments. It can also improve a visitor’s experience by automating the check-in process, and automating NDA signings as well as managing and issuing permits and passes via electronic acknowledgement and signature.

Support

DocuSign can drive customer satisfaction, retention and renewal. Teams can reduce the hassle involved with account changes involving customer signature, and streamline work orders with field reps inputting data — such as serial numbers, labour and parts details. Plus, it’s easy to collect customer signatures after the completion of customer support calls or in-person services.

Procurement

DocuSign can streamline how employees manage suppliers and contract processes, while lowering costs and removing risk from the supply chain. Secure, tamperproof documents, audit trails, enterprise-level administration controls, and document retention options make compliance easy to manage. For example, procurement teams can put master service agreements for vendors and partners in one single place for 24/7 access from anywhere. They can also manage complex RFP processes with vendors and consultants, ensuring adherence to deadlines, NDAs, and contract terms, and simplify the purchase order (PO) process by making it paperless.

Product Management

DocuSign helps product management teams speed up delivery of new products by helping to orchestrate multiple inputs, moving timelines, and facilitation across teams. Adding DocuSign to project management documents and processes increases control and improves visibility across an organisation.

Teams can gather form-based product inputs from employees, customers and partners, and send product roadmaps for approval and sign off. They also have full visibility into the approval process, can see who has reviewed the relevant documents, with a complete audit trail that maps to internal retention policies. It is also easier to drive alignment between product management and engineering teams by requiring both groups to electronically acknowledge and approve requirements.

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DocuSign and Office 365Using DocuSign for Office 365, businesses can create templates to automate common processes and enforce workflows to comply with internal policies, including workflows that specify who sees and approves documents in which order.

Cloud-based for simple deployment and with additional built-in security features that give organisations greater control over their data, the DocuSign/Microsoft Office solution also includes ongoing independent verification to ensure it continues to meet evolving compliance standards. An organisation has complete visibility over where data resides, who has access, when the service is available, and how it changes as DocuSign and Microsoft add and upgrade functionality over time.

DocuSign and Office 365 provide an easy, fast, and secure way to send, sign, track, and store documents in the cloud.

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DocuSign for WordFrom document editing to signature

For any document created or edited in Word 2013 or Word Online, simple drag and drop functionality enables users to specify where a recipient needs to sign, provide additional information if required, or adopt a signature and sign.

Streamline business processesAn author can edit in Microsoft Word and use DocuSign to specify a signing process and route the document to the appropriate people in the relevant order.

Built-in storageCompleted DocuSigned documents can be automatically returned to OneDrive or OneDrive for Business. Once the recipient has completed signing a document, it is automatically saved in a DocuSign documents folder in OneDrive for central and easy access.

No new set up requiredA user can sign into DocuSign or create a new DocuSign account without leaving Word, using their Office 365 credentials or Microsoft account. Their accounts are automatically synced using single sign on capabilities powered by Azure Active Directory.*

Access on the goUsers can access the Office.com store to download the DocuSign for Word application. Signers can DocuSign documents from any internet-connected device without downloading or installing anything new.

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Almost 90% of consumers want the option of completing transactions digitally.

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DocuSign for Outlook

DocuSign for Outlook increases productivity and enables individuals and organisations to legally and securely sign and return, or obtain signatures on email attachments, without having to leave their Inbox. There’s no need to print, scan, or fax again!

Easy accessDocuSign can be accessed from the Outlook apps toolbar. A user can login to DocuSign with an existing account, or create a new one using existing Office 365 credentials. Accounts are automatically synced using single sign on capabilities powered by Azure Active Directory.

The right tools when they’re neededWhen receiving an email attachment for signature, the DocuSign app automatically appears, enabling DocuSign to be launched immediately.

Sign or obtain signatures from the appropriate peopleDocuSign for Outlook will walk users through the process of signing as a recipient, and how to obtain signatures from others – guiding on how to specify recipients and tag the documents required to gather information.

Quickly get signatures from others without leaving OutlookA document can also be sent for signature from the new mail/reply window, as if starting a new email. Once the relevant documents are uploaded, DocuSign for Outlook pre-populates signers from the email message. DocuSign can be used to drag and drop tags onto the documents to gather signatures and other required information.

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59% of consumers believethat organisations using legacy processes – such as paper forms – are outdated when comparedto their peers who are digital.

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DocuSign for SharePoint

DocuSign for SharePoint Online enables organisations of any size to securely send, sign, and track documents from any SharePoint Online document library — at any time, from anywhere, across any device.

Easy send and signIntegrated directly within the familiar SharePoint Online library, documents can be sent, signed, and managed simply by selecting the DocuSign options in the ribbon bar.

Automate existing business processesWith DocuSign for SharePoint Online, existing business processes and workflow can be automated. Documents are selected from the library for signing or sending and DocuSign used to specify signing workflow to route documents to the relevant recipients in the appropriate order.

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57% of consumers wouldchoose to interact with companies that offer digital methods for completing transactions over those that stick to dated paper-based processes.

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DocuSign for Dynamics 365Sending a document for electronic signature is simple from Microsoft Dynamics 365 – just click the “Sign” or “Get Signatures” action integrated into the ribbon to sign or obtain signatures on documents synced with any entity in Dynamics CRM.

DocuSign handles many different scenarios, including:

• Counter offers

• Multiple signers

• Confirmation of a signer’s authority to sign

• Specified signer routing order

• Designation of specific fields as negotiable

• Delegation of signing responsibility.

Gain greater control over and visibility into the processDocuSign provides an audit trail of edits, and notifies every signer when a document has been changed. This helps streamline a negotiation process, reduce errors, shorten a sales cycle, and lower cost. With DocuSign, organisations can see in real-time who has received, reviewed, and signed a document. The user can easily:

• Check status from within the entity from which the document was sent

• Receive notification via email to confirm a document has beencompleted or declined

• View DocuSign updates in the entity’s Yammer feed.

In addition:

• Documents are auto-routedto the relevant recipients,with reminders andexpiration details

• Decision makers can reviewand approve documentswithin minutes

• Signed agreements are legallybinding and backed by acourt-admissible audit trail.

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DocuSign and Midirasolutions is delighted to welcome

DocuSign, as the pioneer and global standard in eSignature and Digital Transaction Management (DTM), to the company’s solution portfolio.

For business, DocuSign means the ability to replace the expensive and time-consuming manual, paper-based process of printing, faxing, scanning and overnighting paper documents to transact business, with a simpler, faster, efficient all digital process that’s legally enforceable, secure, and comes complete with an audit trail.

Michael Frisby, Midirasolutions MD: “The productivity and financial gains that a business can achieve from digitising their processes can be huge.

“DocuSign is a great solution for helping customers deliver digital transformation. Every SMB has processes in their business where documents need to be signed, whether it’s customers signing order forms or providing approval for holidays – and to sign a document typically costs over £30, and can take days. A reseller can show customers real, tangible cost savings with DocuSign – demonstrating process improvements with immediate business impact.”

Mark Register, senior vice president for business development and channels DocuSign: “Midirasolutions will help bring the value of DTM and eSignature to companies throughout Europe to advance their digital transformations for faster speed to results, increased productivity, and a better end user experience.”

If you’d like more information about DocuSign and the benefits the product could bring to your customers the Midirasolutions Team will be happy to help –

Contact us:

www.Midirasolutions.co.uk

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Contact us:

www.midirasolutions.co.uk support@midirasolutions.co.uk

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