EDICOMSignADoc FAQs

In this section you'll find information about the EDICOMSignADoc solution, its use, features, electronic signatures and platform security.

Trust Services Provider

EDICOMSignADoc

EDICOMSignADoc is a solution that designs and carries out approval processes and electronic document signing. It is extremely useful when an individual needs to receive approval and/or a signature on a concrete document from another person in their organization. It also serves for approval from someone outside the organization. 

The most common applications of EDICOMSignADoc are for approval and signing of business proposals, internal invoice approval, or contract and payroll signing, among others.

However, the solution helps an individual to implement any process requiring an approval and/or signature from another person, whether the person sending the document is part of the organization or not.

First, the approval flow in question is designed: The steps, people and conditions that the flow requires are determined. Once the document issuer completes this, the flow is put into operation. The chosen recipient gets an email  with a link to access the approval and signature environment. Here, they can consult, approve, sign and download the document.

Throughout this process, the senders of the document can see the document's status—whether or not it has been consulted, whether or not the recipient has given their agreement, whether or not any action has been taken, and so on.

For each event that occurs with the document, evidence is generated for the "Evidence Report", electronically signed by EDICOM as a Trusted Service Provider. The Evidence Report has evidentiary value in the event of any requirement or dispute.

Yes, the solution adapts perfectly to the characteristics and complexity of each approval flow—from more complex approval flows with more steps, more people involved, higher security authentication systems and more conditions—to a process as simple as sending a document to a recipient for a single approval.

We offer different workflow options based upon the authorized senders of the documents; what metadata needs to be indicated; the deadline for approving or rejecting the documents; how many steps will make up the approval flow; what conditions will be established in the steps; who will receive the flow documents; how many minimum approvals are required at each step; if any type of authentication method such as Two-Factor Authentication is desired; or what type of evidence will be generated with change to the document.

EDICOMSignADoc allows you to send documents to any recipient, whether it is a person within your organization or outside it (customers, suppliers...). Upload the document and enter the recipient's email address, and they will receive a notification. With a single click, they can access the document for approval and signature.

Yes. In addition to approving or rejecting the document and signing it electronically, it is also possible to collect and integrate data entered by the recipients at the time of approval. This data is completed by fillable PDF forms (payment methods, charge accounts...).

There are three types of users in the solution:

  • Sender: Authorized to send documents as part of one or several workflows
  • Administrator: Creates and modifies approval flows
  • Supervisor: Monitors document status in one or more workflows (sales directors, purchasing managers…).

In addition to these user types when issuing a document, it is important to note that, on the recipient side, the solution can be used by both registered and unregistered users of the platform.

Yes, EDICOMSignADoc is 100% compatible with any management system, whether off-the-shelf or proprietary, on-premise or in the cloud, etc.

Our model is a custom service using proprietary technology and the experience of a team of more than 400 engineers dedicated to application integration since 1995. 

Tell us which tool you use to generate the documents, and we will take care of integrating your management systems with SignADoc.

Some examples of market solutions that EDICOMSignADoc integrates are SAP, Sage, Oracle, Sharepoint or Alfresco, among others.

However, there are no limits upon integrating any kind of system or database with EDICOMSignADoc. Our team of over 400 engineers specialized in data integration will carry out  effective onboarding.

Yes. Market applications are not required for integration with SignADoc. Our solution is perfectly compatible with inherited systems or your own in-house solutions, whether in the cloud or on premises.

One of the main benefits is a faster, more agile document signing and approval process because everything is carried out with telematics. There is no need to print on paper or move anything to a different physical location.

Another benefit is the fact that the documents enjoy the same validity as those with handwritten signatures. This is achieved with evidence generated and signed electronically by EDICOM as a Trusted Service Provider. Evidence can be presented in any type of litigation or dispute with third parties because it has evidential value.  

In addition, document senders can control which states the document can pass through after the approval process has been designed and put into practice. The solution provides real-time information about whether the document has been consulted, approved, or if any other action has been taken.

Yes. Standard Support is included with any SignADoc project. This gives the user access to the User Service Center (USC), made up of multiple phone lines in the different countries where EDICOM operates.

The EDICOM User Service Center is efficient, with minimal response times and the ability to resolve incidents in real time, without the need for internal referrals. Use this link to find languages and schedules for support, as well as other ways to contact us if you have an issue. 

As many documents as the sender needs.

No, you can send as many documents as you need with SignADoc. You can also create as many work flows as necessary.  

Each SignADoc project has different characteristics and needs, and therefore a corresponding cost.

If you would like to receive an accurate quote, we recommend that you contact us or leave us your details. We will contact you as soon as possible.

Request a quote

Validity and Compliance

Yes, thanks to the Evidence Report generated within the solution. This takes place with each event that occurs within a document. At the same time, you can save sent documents alongside signatures and approval evidence in EDICOMLta (EDICOM Long Term Archiving), an eIDAS service accredited by the European Commission.

Get to know EDICOMLta

Each document approval generates evidence.

Each evidence item traces the document's approval process. Evidence is identified that moment with an electronic time stamp sent by EDICOM's Trust Services Provider. The complete evidence sequence is put together in a report and signed by EDICOM's trusted third party. This report is a key tool to duly record each step within a document, from sending to final approval. 

The guarantees EDICOM offers as a Trusted Service Provider, the electronic time stamps and the evidence report's signature make up a guarantee that can be presented. It proves the life cycle of the document.

EDICOMSignADoc maintains documents and approval evidence for 6 months. If you need to extend the 180-day period and add more security layers to archived documents, you may add our Long-Term Archiving Service. This service is accredited by eIDAS and ONAC (Colombia) and is in accordance with NOM151 (México) and ISO 14641.

Yes, as specified in Article 25 of European Regulation number 910/2014 eIDAS:

Article 25 - Legal effects of electronic signatures

  • An electronic signature shall not be denied legal effect and admissibility as evidence in legal proceedings solely on the grounds that it is an electronic signature or because it does not meet the requirements of a qualified electronic signature.
  • A qualified electronic signature shall have a legal effect equivalent to that of a handwritten signature.
  • A qualified electronic signature based on a qualified certificate issued in one Member State shall be recognized as a qualified electronic signature in all other Member States.

Security

Yes. EDICOM and its infrastructure undergo constant controls and audits. This guarantees excellent availability, quality and security of service.

They are housed within EDICOM's Data Processing Center (DPC), which offers a high-availability model thanks to redundancy of any component or service.

This redundancy is achieved with various Data Processing Centers in different geographic locations. They are all perfectly synchronized, replicating resources and records in real time.

Among the numerous certifications and accreditations held by EDICOM at the global level, it is worth mentioning ISO 27001 on Information Security; ISO 20000 on Quality of IT Services; ISAE 3402 on the Adequacy of Management Processes to Guarantee Information Security; or TIER II certification on High Availability of the Infrastructure.

You can consult the list of certifications from this link.

At the global level, EDICOM's Trusted Third Party certifications are:

  • Trust Services Provider according to European Union regulations
  • Certification Services Provider by the Mexican Ministry of the Economy
  • ONAC Certification Authority (Colombia)

Yes. The Service Level Agreement (SLA) is signed by the client and by EDICOM when services are contracted. EDICOM commits to comply with the following minimum percentages:

  • Availability of EDICOM's e-Commerce platform (99.9%)
  • Client service center availability and response times (99.5%)
  • Max time for incident resolution (99.5%)

In the case that EDICOM does not comply with these percentages, the client has the right to claim compensation for services affected within the established conditions.

e-Signatures

An electronic signature is a set of data associated with a message that allows the integrity of the signer and the integrity of the message to be verified.

According to Article 25 of European eIDAS Regulation Number 910/2014, both have the same legal validity. Therefore, one is not necessarily better than the other in this respect.

From the point of view of European eIDAS Regulation Number 910/2014, the terminology only refers to an "electronic signature".

Some Latin American countries differentiate between an electronic signature and a simple signature. One is carried out with electronic certificates and the other is not. A digital signature is what is carried out with recognized electronic certifications. This difference is not specified in the European Union.

The term "digitized" usually refers to the graphic representation of a signature's rubric or stroke. It is what would be obtained by making a handwritten signature and scanning it or using a device such as a pen and electronic graphic tablet.

This graphic representation of a handwritten signature does not provide any guarantee or represent any kind of evidentiary value in the event of disputes or discrepancies, since it does not use strong security systems. No cryptographic techniques are used to verify the integrity of the document or the authenticity of the signer. It does not involve an authentication method, such as Two-Factor Authentication.

An electronic signature is applied when a recipient receives and approves a document, if the approval flow has been configured in this way.

An electronic signature is also applied to the Evidence Report that compiles all the actions performed on a document.

EDICOMSignADoc can implement any type of signature, from signatures generated with unrecognized certifications to more demanding signatures requiring certifications or recognized stamps and secure signature-creation devices.   

Tell us the details of your project. We'll help you to configure the correct approval and signature mechanisms for your document's properties.

EDICOM is a Trusted Service Provider and Certification Authority in the European Union, Colombia and Mexico. In these environments, we are qualified to issue certificates for document signature. Depending on your document approval project, we can embed the required certificates within your solution.

Send us your contact details and we’ll get back to you right away.

Contact one of our specialists for answers to all of your questions about our data integration solutions.

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