Integrate e-signatures into your Microsoft Dynamics 365

Many e-signature vendors offer integration capabilities with Microsoft Dynamics 365 so that users can place signatures on documents within Dynamics CRM and close deals faster. By integrating your preferred e-signature solution with Dynamics 365, you can greatly enhance the customer experience while getting more documents signed quicker.

What are Electronic Signatures and Why Are They Critical?

An electronic signature helps in confirming the identity of a person who is about to start a transaction. Some industries consider electronic signatures as legally binding as handwritten ones.

Electronic signatures are a compliance requirement in many industries, such as food and beverage, pharmaceuticals, defense, and aerospace. Electronic signatures are not equal to digital signatures.

While electronic signs are just a replacement of handwritten ones, digital signatures have additional security measures.

Electronic Signatures in Dynamics 365 - Finance and Operations

Businesses in the finances and operations sector can use electronic signatures for critical business tasks. While some processes have built-in e-sign capabilities, you can also create a custom signature requirement for access to any database table or field.

Electronic signatures have integrated digital signature functionality. Each user that signs a document must obtain a valid cryptographic certificate. When they sign a document, the private key associated with their certificate undergoes verification.

Set up electronic signatures in Dynamics 365 using this definitive guide.

Users in an Ecosystem Who Need Access to Electronic Signatures

There are three kinds of users typically need access to electronic signatures:

• E-sign Administrator - This is the person who sets up e-sign requirements, and configures approvers and receiver’s alerts when it is hard to verify a signature. Most often, an IT manager in the security role has permission to administer electronic signatures.
• Signer - A signer is a person that provides signatures on documents and processes that require them. Most often, the system user security role has permission to sign documents electronically.
• E-sign Auditor - This person is responsible for reviewing the database log and all the signs that are available in the database log. Most often, the IT manager in the security role audits e-signs.

Assign the following privileges to the role if you decide to use a role other than the ones specified:

1. View electronic signature failures
2. View database log

Top Integration Features of E-signature and Dynamics 365

Let’s explore the top features of the combination of e-signatures and Dynamics 365:

Examine all sales processes on a single platform

Some e-signature solutions provide an audit trail that notifies signers when a document is modified or updated. It gives users complete visibility into their document activities and electronic transactions.

Some solutions also come with built-in tamper-evident technology that guards your documents against unwanted modifications and document fraud.

Get e-signatures with ease

Integrating e-signs into your Microsoft Dynamics 365 implementation can help you sign documents as well as monitor documents sent for signature within the Dynamics environment.

Close deals faster

Integration of e-sign and MS Dynamics 365 ensures faster business deals and accelerated sales processes. Send contracts directly to clients and allow them to review and approve them in minutes.

How to Sign Documents Electronically

Before you, e-sign documents in Finance and Operations, request a certificate.

When you request a certificate, a private and a public key create, for you in the Finance and Operations database. The private key encrypted with a sequence known only to you.

To request a certificate, go to the Options page, in the Accounts tab, and click on Get Certificate.

Now, you need to enter and confirm the password you will use for signing. The password protects your private key and authorizes the use of your certificate. In case you forget this password, you will need to reset your certificate since the password is not known even to the Finance and Operations Administrator.

Now, when you have to sign a document electronically, or when a document has changed, you will be taken to the Sign document page.

• Click on the document to review all changes made to it.
• On the Signature tab, choose a reason code.
• If needed, enter a comment.
• If your User ID is not visible in the Signer field, select it from the list.
• Enter your location.
• Click on OK.

When you have to sign for another user’s changes, e.g., a supervisor might want to sign for the changes an employee makes to a bill, follow these:

• On the Options page, in the Accounts tab, click on Designate Approver.
• In the Approver User ID field, choose the ID of the user who must sign for the employee that modified the document.
• In the Sign for User ID field, select the ID of the modifier.

E-signatures are an increasingly popular feature to in-build in your Dynamics 365 environment. With technology getting everywhere and businesses getting global, there is a need to carry out activities remotely.

Integrating e-signatures into Dynamics 365 enables you to streamline the sales process and provide a better customer experience. The ability to sign documents remotely, verify them, and track them is both a money and time saver for organizations with mission-critical processes.

Integrate e-signatures into your Microsoft Dynamics 365 ecosystem to close deals and work more efficiently.