November 20, 2014

Digital Disruption: Digital Signatures, Your Most Successful SharePoint Project

Larry KlugerSr Marketing Manager, Integrationslarryk@arx.comAIIM Blog: kluger.com/aiim

Digital Disruption

“The barriers to entry

in your market just vanished.

Unexpected competitors are

swarming in.

Are you ready?

Disrupt yourself now.”—Forrester Research

Photo credit: Ana Rodríguez Carrington

Digital Disruption

New competitors fueled by savings

from digital systems, moving 10

times faster than the old average.

Old competitors also becoming

faster, more efficient.

Are you ready?

Disrupt yourself now.

Photo credit: Ana Rodríguez Carrington

Faster, Better, Cheaper

Photo credit: Ana Rodríguez Carrington

SharePoint

Workflow

CoSign Digital Signatures

Digital Signatures: faster, better, cheaper

Digital Signatures:

the open standard

for eliminating

paper, speeding

business processes,

saving money

Recipients use free

Adobe Reader,

Word, etc to view

and verify

signaturesCredit: Patrick Goossens

Can you use CoSign digital signatures? Yes!

Uniform Electronic Transactions Act (UETA)

Electronic Signatures in Global and National Commerce Act (ESIGN), 2000

NIST Digital Signature Standard

FDA CFR 21 part 11

Fully complies with the 2014 EU ‘Electronic Identification and Trust Services

for Electronic Transactions in the Internal Market’ (eIDAS) regulation

EU Directive on a Framework for Electronic

Signatures (99/93/EC)

EU Common Criteria EAL4+ certification

EU CEN/TS 419241 with level 2 security

UK: Electronic Signatures Regulations 2002

CoSign Standard Digital Signatures

Digital Signatures are the most secure form of Electronic

signature

Digital Signatures guarantee the Three “I”s…

– Identity: ID is imbedded in the signed document

– Intent: Non-repudiation

– Integrity: Any change invalidates signatures

Components:

– ID Certificates

– Private Key

– Public Key

Document integrity confirmed

Document change detected

Digital Signatures are vetted for security and consistency by NIST, ETSI, ISO, IETF, & W3C

x +

Document hash code Private Key Digital ID X.509 Cert

Encryption

Let’s do a poll!

www.audio-luci-store.it

Digital Transformation & Digital Signatures

SharePoint and other ECMs enable the first part of digital transformation:

– Documents organized with meta-data, not just folder names

– Workflow to manage business processes and provide statistics

Digital Transformation & Digital Signatures

Digital Signatures complete the digital transformation

Online documents from start to finish: no more print, sign, scan.

The online document is the signed original document.

Digital Transformation & Digital Signatures

Benefits

– No more worrying about filing the signed paper original

– Hard benefits: save time & printing, scanning, filing, mailing $$

– Soft benefits: “Why didn’t we switch to digital signatures sooner?” Employee, customer and partner delight.

“We’ll be saving $300K per year”

How much do you spend on overnight

envelopes?

Field trip: Visit your records department

and count the file cabinets

The Analysts agree…

• “Enterprise architects should include e-signatures

as part of an overall ECM and BPM strategy… a foundational

technology along with records management, eDiscovery, and

other content services.”

• “Dramatic savings, successful implementation, no legal

challenges”

Source: The Forrester Wave™: E-Signatures, Q2 2013

Before Digital Signatures

“More than half of our documents

require signatures”

“It takes us more than a day just to

collect signatures”

“We print half of our documents just

for signing”

After Digital Signatures

81% of digital signature projects reach ROI in 12 months or less

Process Transformation

Slow

Expensive

Paper-based

Fast

Low-cost

Fully digital

*25% of digital signature projects reach ROI in 3 months or less

The “most advanced” Digital Signature Solution

“CoSign by ARX has the most advanced

digital signature capability in the field…easily

integrates with internal security and credential

management along with a strong central

administration”

Source: The Forrester Wave™: E-Signatures, Q2 2013

CoSign End-User Functionality

Customizable & pre-set

signature fields

Names, title, reason codes,

date/time stamp, logos, graphical signature images

Batch signing

Thick client, thin (web) client, tablet, mobile

Signature APIs for customization and web-signing

Signing with CoSign is easy…

Office 365 Signing demo

Update a letter using Word Online

Sign from Office 365 / SharePoint Online

Digital Signatures are Independently Verifiable: Recipients do not need CoSign

Digital Signature Verification

Proof of document integrity and valid signature

Proof of signer identity

and intent

BYOD? Sure. Sign on any device, anywhere

S

Securely sign on any deviceat the office, at home, in the field

Connect CoSign digital signatures to anything

CoSign Connections for

SharePoint, K2, OpenText CS,

OpenText eDOCS,

Oracle WCC, Alfresco, Box,

Google Drive, SAP, iManage,

Siemens TeamCenter,

AutoCAD, and many more

CoSign Signature APIs provide integration with or without

a signing User Interface. See www.arx.com/api

Image credit: Kevin Krejci

SharePoint 2013 support

Sign and verify documents, lists, and InfoPath forms from within the SharePoint on-prem browser interface

Full SharePoint Workflow support

Office 365 / SharePoint Online support

Full support for Hybrid configurations

SharePoint Server workflow support

CoSign signature tasks with document

preview

WYSIWYG positioning and sizing of

signature fields

Auto-sign actions

Signature verification actions

Signature field creation from text

anchors

CoSign User Management

* Different workflow tools offer

different features

SharePoint Designer

K2

Nintex Workflow

Visual Studio Workflows

Internal, Partner & External Signers

Internal signers—signer works for the

organization.

Partner signers—”Extranet” apps for

trusted suppliers, contractors, external staff

Eg Vendors, DOT contractors, hospital

doctors.

Long term relationships with signers.

External signers—one-time or infrequent

signers.

Eg customers, patients, clients, new hires

who are not yet in the corporate systems.

CoSign Click click.cosign.eu

PDF document signing by External signers

Authentication: Two factor authentication

/ One Time Password(2FA/OTP) SMS message or

Email

RESTful API

Signature Field locator support

Two Party signing—Offer Letter workflow Two party offer letter (contract) signing

CoSign digital signatures

Internal signer

External signer with 2 factor authentication and one-time password via SMS message

Two Party signing—Offer Letter workflow

Kevin, HR Administrator

1. Kevin enters Susan’s data

Bill, HR ManagerSusan, new engineer

Two Party signing—Offer Letter workflow

Kevin, HR Administrator

Bill, HR ManagerSusan, new engineer

2. Bill signs the offer letter

Two Party signing—Offer Letter workflow

Kevin, HR Administrator

Bill, HR ManagerSusan, new engineer

3. Susan authenticates via an

SMS message and signs

Two Party signing—Offer Letter workflow

Kevin, HR Administrator

Bill, HR ManagerSusan, new engineer

4. Bill reviews the signed

letter

Two Party signing—Offer Letter workflow

Kevin, HR Administrator

Bill, HR ManagerSusan, new engineer

5. Signed letter is stored in

the SharePoint system

Demo: New Employee Offer letter

Workflow part 1:

SharePoint list data via Nintex Forms

Word template document used to create new Word

doc, populated with data from SharePoint list

Word document is converted to PDF via Windows

automation services

Signer task created using CoSign Connector for

Nintex

Internal signer notified of signing task

Demo: New Employee Offer letter

Workflow part 2:

Internal signer completes signing process

Signing request is sent to CoSign Click; includes the

document and other signing parameters

CoSign Click sends email to external signer

External signer clicks on link: sees CoSign Click

authentication screen; Two factor authentication /

One Time Password (2FA/OTP) SMS message is sent.

External signer authenticates, previews and signs

document

Demo: New Employee Offer letter

Workflow part 3:

External signer completes signing process

CoSign Click notifies Nintex workflow that document

was signed via web hook call or via polling by

workflow, depending on firewall settings

Workflow retrieves the newly signed document from

CoSign Click and stores it as a new version in the

SharePoint library

HR Manager is notified that the offer letter has been

signed

Demo

Two party Offer Letter

signing

1. HR Manager

2. New hire (via CoSign

Click)

Kevin the HR AdminEnters Offer Letter details into SharePoint

Bill the HR ManagerReviews & Signs Offer Letter via SharePoint

Susan the New HireCounter-signs Offer Letter via CoSign Click

• Nintex Workflow creates a custom

word document and converts it to

PDF

• The HR Manager is tasked to sign

the document and alerted via

email

• After signing, Nintex Workflow

sends a signing request to CoSign

Click

Bill the HR ManagerReviews the signed Offer Letter via SharePoint

• After signing, CoSign Click notifies

Nintex Workflow. Workflow

retrieves signed PDF from CoSign

Click and sends email alert to HR

Manager

2 Party Signing demo Configuration

SharePoint on-premises

Nintex Forms and Workflow

CoSign Connectors f`or SharePoint and Nintex

HR Admin

Co

rpo

rate

Fire

wall

Gmail

CoSign Click

The workflow uses the CoSign Click

api to send the signing request and

receive the signed file

CoSign Central appliance

Kevin, HR Administrator Bill, HR Manager Susan, new engineer

Your most successful SharePoint Project

Happy users

Happy managers:

Better understanding

of their business

processes

Happy IT: Expand quality use of SharePoint

Happy Execs: save money, speed the

organizationCredit: Jens karlsson

More info, free trial:www.arx.com/sharepoint

What do you think?