Many companies are currently sending their employees to work from home. To ensure that collaboration with colleagues works optimally even from home, cloudplan offers emergency packages that can be rolled out extremely quickly in order to be able to ensure the ability to work.
If you want to keep your business going, you have to think about full digitization to avoid buying scanners and other items for many home offices.
Before Corona, you could personally interview a colleague or even send him paper documents for approval. Scanners were also available in the office to digitize documents and contracts to send them via email.
Now, many work from home offices and the printers, scanners or workbooks are no longer available.
eSigning does not require a scanner
Documents and contracts are mostly digital e.g. available as an office document. These files can be used directly as a template for an electronic signature. I.e. the signature is generated directly with the mouse or on the smartphone.
cloudplan offers various options here:
- Sign with the mouse on the screen.
- Choose a suitable font and let the computer do the writing.
- Sign with your finger on your mobile phone or tablet.
- A qualified electronic signature (QES) is available as an option for a few selected use cases. The user is identified using a certified process.
Regulated by law
The starting point for local legislation on electronic signatures was an EU regulation that was published in 2014 with effect from July 1, 2016. Here the equation of a qualified electronic signature (QES) with a handwritten signature was described and that simple electronic signatures can be used as evidence in court.
- Employment contracts
- application forms
- Confidentiality agreement
Qualified electronic signature (QES)
- Fixed-term employment contract
- Temporary employment contract
- Credit agreement
Competitive factor Workflow
There are usually defined processes that must be followed before sending a document to be signed. For example, permits have to be obtained or people have to be informed before documents are sent.
These processes can be executed in cloudplan with a quick and easy to create workflow.
Any number of steps can be defined for a workflow and an unlimited number of participants can be selected for each workflow step.
A purchase order should be released.
- The department starts a purchase order as a workflow.
- The responsible manager checks and releases the purchase order.
- Two persons who are authorized to sign, receive the workflow for signature.
- After both have signed, the order in the role “must see” is sent to the recipient of the order.
- The department receives a confirmation that the order has been triggered.
- From this step, the workflow can optionally be continued by the partner and e.g. a confirmation will be sent upon dispatch etc.
Store the content in the cloudplan document management system with extensive search functions
Sign your contracts and agreements electronically and save up to 75% in time!
Our day-to-day work is largely determined by business processes. These define the necessary steps and participants as well as the sequence of actions to achieve a goal.
Digital workflows map these processes, i.e. they have a trigger and consist of several parallel or sequential work steps and have a defined end.
New functions for document management in cloudplan will soon be available to you. This includes document workflows, electronic signatures, global search and contract management functions.
You can map the entire life cycle of a file with a number of new functions and find and analyze data across all of your company data with a powerful search.
Categorizing and adding attributes
Attributes can be added to each file manually or automatically so that individual or combined attributes can then be found using a search function.
Adding attributes manually
Automatically assigned attributes
For each folder, you can either assign certain previously defined attributes such as “confidential”, “internal” etc. to the newly created documents, or attributes are added by the system when the workflow is terminated.
You have the choice between a workflow in which all signatures are made on a single document, or one document is created for each signer.
The form and signature fields can be freely placed in the document.
Users can sign on their smartphone, desktop, by scan or text.
Various use cases such as company, purchase or guarantee contracts can be covered as well as e.g. the confirmation of a new DSVGO agreement with employees.
Create forms based on existing documents that can be used as templates, or create new workflow forms with your own fields. These can contain input fields, the contents of which you can search for after completing the workflow.
For example, information requested by a user in a form during a workflow can be stored in individual “tags” which can be searched for later.
Special attributes are offered for managing contracts, which make it extremely easy to find and process. For example, you can search for expiring contracts in the near future or have automatic reminders sent to you.
You can combine as many contract attributes as you like in a search, such as department, closing date, outgoing / incoming amounts, cost centers, etc.
Store on your own infrastructure with 100% data sovereignty.
Diverse options for mapping internal processes
All new features will be available shortly.
Full integration through integrated eSigning without the need for additional products
Millions of documents are searched globally in a very short time.
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