On the Account, Contact, Deal, Quote or Sales Order detail, you will now see a new Electronic Signature tab. Once you click on "Select and sign a document", you will find yourself in a new mini-application for signing all kinds of documents.
- In the mini-application, select a document to be signed from an attachment, custom template, custom field, or upload it yourself from your computer.
- Then select the people who should sign the document. All of them must have an email address and phone number filled in. If you have these details in your Contact Database, RAYNET will fill them in for you.
- You can choose how long it will be possible to sign the document, when a reminder should be sent, and who needs to sign the document first.
- An email with a link to the document to be signed will arrive.
- Once both parties sign the document, all signatories will receive a link to download the signed document.
- And that's it! The signed document can also be found in your CRM system.
Documents signed electronically have the same legal weight and are as legally binding as documents signed the traditional way on paper. The legislation relating to the regulation of electronic signatures is based on Regulation No. 910/2014 of the European Parliament and of the Council on electronic identification, authentication, and trust services for electronic transactions in the internal market and repealing Directive 1999/93/EC ("eIDAS"). Please note that if you are located outside the EU, it is up to you to check if electronic signatures signed this way are valid and legally binding in your country.
Signing process
A link to sign the document will be sent to your email address automatically. Click on "Go to documents". Shortly afterward, your phone will vibrate and show you a PIN that you will need to enter in order to open the document. It is the combination of an email and text message verification PIN (two-factor authentication) that makes the electronic signature legally binding. Enter the PIN and the document will open. Take your time to look it over.
If everything seems alright, click on "Start" and sign the document either on your phone or with your mouse cursor (It doesn’t have to be anything fancy, just a few scribbles).
The document is then automatically sent to the counterparty (they go through the same signing process). Once they have signed, a link to download the signed document will be emailed to you and the counterparty. You can also keep track of the signing status in RAYNET and find the final signed document there.
Four signed documents per month are free of charge. If you sign more than that, the amount will be automatically added to your payment for RAYNET, so you don't have to sign up anywhere or pay separately. You can also find the pricing in Settings » Add-ons » Electronic Signature.
Read through our detailed instructions on how to sign documents online on our Knowledge Base. It should also be said that the electronic signature platform was not developed by us, but by Digital Solutions s.r.o., who are great at what they do.
How do we protect your signed documents?
The Electronic Signature module in Raynet is provided by DigiSign under Digital solutions s.r.o. This service is regularly monitored, backed up and tested, including penetration tests, and thus meets the highest security requirements. Access to documents is protected by two-factor authentication.
All servers for our Electronic Signature application are hosted in a secure datacenter environment in the EU, whose provider holds an ISO 27001 certificate. All transfers are secured with SSL certificates and selected data is encrypted. The application developers have many years of experience in developing cloud applications. All data is processed in accordance with the GDPR.
