How to Have Clients Sign Contracts Electronically: A Step-by-Step Guide

In an era dominated by digital transformation, the transition from traditional paper-based processes to electronic workflows has become essential for businesses seeking efficiency, cost-effectiveness, and environmental sustainability. One crucial aspect of this shift is the adoption of electronic signatures, which streamline document approval processes and enhance overall productivity. 

This often involves helping clients get on board with digital signing by helping them understand the correct steps and processes.

Choosing the right electronic signature platform

Clients should begin by carefully evaluating electronic signature platforms to ensure they meet their specific needs. Key features to consider include user-friendly interfaces, multi-device compatibility, integration capabilities with existing software, advanced security measures, and compliance with relevant regulations.

The hallmark of an effective eSignature platform is its user-friendly interface. A platform that is intuitive and easy to navigate minimizes the learning curve for both you and your clients. Look for features such as drag-and-drop functionality, clear instructions, and an organized dashboard that simplifies the signing process. A user-friendly interface enhances adoption rates and improves overall user satisfaction.

Choosing the right eSignature platform is a pivotal decision that can significantly impact business processes.

There are numerous electronic signature platforms available, each with its own strengths. Clients may consider platforms such as Blueink, which offers user-friendly interfaces, robust security measures, and seamless integration with various applications.

Steps to sign electronic forms

Clients should be aware that there are several steps involved in finalizing a digital signature.

Once the client receives a request to sign a document online, the first step is accessing it through the designated platform. This could involve clicking a link in an email, logging into a secure portal, or accessing the document through a third-party application.

Before signing, clients should thoroughly review the document to ensure they understand its contents. This step is crucial for avoiding misunderstandings or potential legal issues later on. Clients should pay attention to key details, such as terms and conditions, obligations, and any attached files or references.

Clients typically initiate the signature process by clicking on the designated signature fields within the document. Some platforms may require additional verification steps, such as entering a one-time authentication code sent to their registered email or mobile device.

From there, they should choose their signature method. Electronic signature platforms offer plenty of options, including typed signatures, drawing signatures using a touchscreen or mouse, or using pre-created digital signatures. Clients can choose the method that aligns with their preferences and the platform's capabilities.

After applying the signature, clients should follow the platform's instructions to confirm and finalize the signing process. This may involve additional authentication steps to ensure the security and authenticity of the signature.

Troubleshooting common issues

Clients may encounter technical challenges while signing electronic forms, such as browser compatibility issues, slow internet connections, or device-specific limitations. It is advisable to troubleshoot these issues by updating browsers, clearing caches, and ensuring a stable internet connection.

One of the most common issues users encounter is browser compatibility. They should ensure that the eSignature platform they’re using is optimized for the browser selected. If issues persist, they can try clearing the browser cache, updating to the latest version, or switching to a different browser. Checking the platform's support documentation for recommended browsers can also provide valuable insights.

A sluggish internet connection can impede the eSignature process. To troubleshoot this issue, clients should ensure that their internet connection is stable and has sufficient bandwidth. If possible, they can try switching to a different network or using a hardwired connection. Additionally, they may consider restarting their router or modem to improve connection speed.

Then we have the issue of device-specific limitations. Certain devices may have limitations when it comes to eSignatures. For example, older smartphones or tablets may not be fully compatible with certain eSignature platforms. Clients should ensure that their device meets the platform's minimum requirements and consider using a different device or upgrading their current one if issues persist.

Overcoming authentication and accessibility challenges

If the eSignature platform employs additional authentication measures, such as sending a one-time code to an email or mobile device, clients should ensure that they complete these steps promptly. Failure to authenticate within the specified time frame can lead to signing issues. Remind them to check their email or messages for the authentication code and follow the platform's instructions accordingly.

Sometimes, issues arise due to the accessibility of the document for all parties involved. If a signer encounters difficulties accessing the document, confirm that they have the necessary permissions and that the document is shared with the correct email addresses. Verify that the recipient is using a supported device and browser to access and sign the document.

Clients should also ensure that they’re using the latest version of the eSignature platform's application or software. Outdated versions could lack critical bug fixes and improvements that can lead to signing issues. They can be proactive by regularly checking for updates and install them promptly to ensure optimal performance.

Finally, certain eSignature platforms could have specific requirements regarding the file format of the document to be signed. Have clients ensure that the document is in a supported format (such as PDF) and that it meets the platform's specifications. Converting the document to the recommended format will likely resolve compatibility issues.

Many signing issues can be mitigated through user education. Ensure that all parties involved are familiar with the eSignature platform's features and functionalities. Providing training or guidance on common troubleshooting steps can empower users to address minor issues independently, reducing the likelihood of disruptions.

Ensuring security and compliance

Before signing, clients should confirm that the document they are about to sign is unaltered and has not been tampered with. Electronic signature platforms often provide features that allow users to verify the integrity of the document, assuring clients that they are signing the intended version.

As well, they should be sure to maintain copies of all electronically signed documents for their records. Electronic signature platforms typically offer options to download or email signed documents, ensuring that clients have a secure backup in case they need to reference or share the document in the future.

Finally, certain industries have specific regulations regarding electronic signatures. For example, healthcare organizations must comply with the Health Insurance Portability and Accountability Act (HIPAA), while financial institutions may need to adhere to the Electronic Funds Transfer Act (EFTA). Clients should be aware of and adhere to these industry-specific regulations when signing electronic forms.

Educating stakeholders

Onboarding electronic signatures for companies new to the technology requires a holistic approach that combines education, training, and ongoing support. 

To facilitate a smooth transition to electronic signatures, clients should consider implementing internal training programs. Educating employees on the benefits, proper usage, and security measures associated with electronic signatures will foster a culture of compliance and efficiency within the organization.

These training sessions can be conducted in-person or virtually, depending on the institution's preferences. The training should be tailored to different user groups, addressing specific concerns or use cases relevant to administrators, faculty, and support staff.

Highlight the seamless integration of eSignatures into existing workflows. Demonstrate how the technology complements and enhances current processes, rather than disrupts them. This integration perspective fosters a positive attitude toward change and encourages adoption.

Clients should also educate users about the customization features of the chosen eSignature platform. They can do so by showcasing how templates can be created for common documents, such as enrollment forms, permission slips, and contracts. Empowering users to personalize their eSignature experience fosters a sense of ownership and encourages engagement.

As well, they should emphasize the security measures in place to protect sensitive information. They can do so by educating users on the encryption methods, multi-factor authentication, and audit trails incorporated into the eSignature platform. By reinforcing the importance of compliance with data protection laws, clients can foster a culture of responsibility and trust.

They should also establish a robust user support system to address any concerns or issues that may arise during the onboarding process. Clients should provide their own employees with access to customer support channels, detailed troubleshooting guides, and encourage users to ask questions freely. A supportive environment ensures a smoother transition and builds confidence in using eSignatures.

Beyond that, clients should proactively communicate with external parties, such as vendors, customers, or partners, to inform them about the transition to electronic signatures. Clear communication can help address any concerns, provide guidance on the signing process, and ensure a collaborative approach to the adoption of digital workflows.

Making a unified decision for your business

Before selecting an appropriate eSignature platform, clients might consider guiding their team through the selection process. In doing so, they can consider factors such as user-friendliness, security features, integration capabilities and compliance with industry regulations. 

By selecting the platform together, clients can ensure that the platform aligns with their unique needs and facilitates a smooth onboarding experience.

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Providers like Blueink lessen the lift on clients new to digital signatures with a top-of-the-line tech support line. Sign up for a free 14-day trial to experience the benefits firsthand.

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