Digital signatures in Dynamics 365 replace handwritten signatures with secure, legally recognised electronic alternatives. They speed up approvals, reduce costs, and improve customer experience.
What is a digital signature?
Digital signatures are secure electronic alternatives to handwritten signatures for documents and forms.They link a signer to a document in a recorded transaction and are legally valid in most processes.
How are digital signatures used?
Example of digital signature use:
- An email with a secure link directs the signer to an e-signature platform.
- The document is previewed in a browser and signed by typing a name or using a touch-enabled device.
- The platform records the signing time and offers options to add more documents.
How do digital signatures work in Dynamics 365 ?
Digital signatures in Dynamics 365 Sales speed up contract approvals and help close deals faster. Preconfigured actions like Sign and Get Signatures make sending and signing documents simple.
This efficiency benefits sales teams: research shows 21% of a salesperson’s time is spent on admin. Switching to e-signatures reduces delays and improves productivity.
By switching to digital signatures, salespeople will be more efficient and effective.
If you’re an SMB who already has high digital implementation; you’re a Dynamics 365 user, for example, then most of your paperwork will already be digital, making digital signatures much more appropriate. This also means salespeople can easily share the correct information during negotiations and then round things off smoothly by obtaining a digital signature. This fast turnaround between negotiations and signing is often the key to the sale.
Should you opt for DocuSign for Dynamics 365, they provide you with an audit trail of edits and notifies every signer when a document is changed. This increases the visibility of the sales process, giving you more control.
How will digital signatures improve your business?
- Cost Reduction. Save on paper, printing, postage, and storage.
- Risk mitigation: Use audit trails and analytics to track every step.
- Time saving: Faster sign-off keeps momentum and speeds decisions.
- Better customer experience: Clients can sign anytime, anywhere, on any device.
The Main Providers
DocuSign. With more than 200 million users worldwide this is a proven, reliable e-signature provider with a strong reputation. This massive userbase is largely down to the provider’s numerous integrations. It works with any Microsoft Word template, it is compatible with Dynamics 365, Google, Apple and Windows.
DocuSign places emphasis on the security they provide, investing in industry best practices for protecting data and using strong encryption technologies.
They’ve had their application for Binding Corporate Rules (BCRs) approved which is the EU’s highest level of certification for data transfers outside the bloc.
Adobe E-sign. Similarly, this also works well with Microsoft Office products. Although slightly expensive if not used frequently, they offer personalisation and availability from both PC and Mobile devices.
Assure Sign. Known for its easy-to-use interface, this platform enables users to sign via the on-demand SaaS platform, on-premise installation or through a hybrid cloud.
Secured Signing. This offers a more cost-effective approach to e-signatures if you only have a few documents per month to sign. They also have a video confirmation feature where you can identify the signer for extra security.
Types of digital signatures
eIDAS (Electronic Identification, Authentication and Trust Services) is an EU regulation on electronic identification for electronic transactions in the EU, and it defines 3 types of electronic signatures:
- Simple E-Signature: This is the most common type. You will come across this when, for example, you open an email with a document to be signed. This document contains a name where it needs to be signed. You select a generated signature image and click a button to confirm you are happy to return this as signed.
- Advanced E-Signature (AdES): This is a more secure option than the simple version. This type requires that the private key used to create the e-signature is under the sole control of the signatory. This could be through an application on their phone which they need to use to validate that the signature is their own.
- Qualified E-Signature (QES): This is the digital version of having your signature witnessed ‘as done on pen-and-paper’. It is the same as an advanced version but with the added security of electronic validation of the signature by a third-party Trust Service Provider (TSP). Once the signature is given through the app, the TSP looks at all the associated criteria and validates that everything is in order. Each country has their own dedicated TSPs, they are often generated from public owned institutions e.g., the Post Office.
How do digital signatures work?
Digital signatures use Public Key Infrastructure (PKI) for security and authenticity. PKI generates two keys:
- Private key: Used by the signer to create the signature.
- Public key: Used to verify the signature.
If the document changes after signing, the signature becomes invalid. Certificate Authorities ensure keys are securely managed.
Digital signatures use Public Key Infrastructure (PKI) to ensure security and authenticity.
PKI requires the provider (e.g., DocuSign, Adobe E-sign) to use a mathematical algorithm to generate two long numbers, called keys. One is the private key; the other is the public key.
This process implements the time of the signing of the document into the data. Should the document be changed after the signing, the digital signature becomes invalidated.
As an example, Mary signs an agreement to sell her car using her private key. The buyer receives the document. The buyer who receives the document also receives a copy of Mary’s public key. If the public key can’t decrypt the signature it means the signature isn’t Mary’s or has been changed since it was signed. The signature is then considered invalid.
To protect the integrity of the signature, PKI requires that the keys be created, conducted, and saved in a secure manner, often requiring the services of a reliable Certificate Authority (CA). Digital signature providers meet PKI requirements for safe digital signing.
FAQs
Yes, they are recognised under eIDAS and other global regulations.
Yes, DocuSign integrates seamlessly with Dynamics 365 Sales.
Most platforms work on PCs, tablets, and smartphones.