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In today's digital era, signing documents online has become a fundamental necessity for professionals, SMEs, and individuals alike. The ability to sign important documents online without the need to print, manually sign and scan them has completely transformed modern document management.
Digital signatures not only save time and reduce costs, but also provide a higher level of security than traditional signatures, which facilitate the verification of the signatory's identity and guaranteeing the integrity of the document.
Whether you need to sign contracts, agreements, invoices or any other type of important document, electronic signature solutions such as Tecalis Sign allow you to do so from anywhere, anytime.
What do you need to sign a document online?
To sign a document online with an electronic signature, the first step is to have it in a compatible electronic format (e.g. PDF, Word or image) that allows it to be uploaded and manipulated on an electronic signature platform. It is not necessary to have an original paper file: a scanned or electronically generated copy is sufficient to acquire the same legal validity once signed.
Document in digital format
The first thing you need is the document you want to sign in digital format. The great advantage of modern electronic signature platforms such as Tecalis Sign is that they accept virtually any file format:
- PDF: The most common and recommended format for documents requiring signatures.
- Excel (.xls, .xlsx): Spreadsheets.
- Images (.jpg, .png): Scanned or photographed documents.
- Other text formats: such as .txt, .rtf, etc.
You can also use a document in physical format (paper). To use and sign it online, you will first need to digitize it by scanning or taking a clear picture with your smartphone. The quality of the image is important to ensure the legibility of the document.
Electronic signature tool
Next, it is essential to use a device with a web browser or a compatible mobile application from a legitimate e-signature provider.. To enable the signatory to remotely access the signature environment without the need to install additional hardware or software, you can use the web version (from both PC/desktop browsers and mobile devices) of an electronic signature platform like Tecalis Sign. Ideally, you should use a tool from a recognized trusted service provider such as Tecalis.
When creating the account (in some cases free of charge), the user defines the roles of each signatory and selects the type of signature: simple, advanced, or qualified, depending on the criticality of the document.
Good safety practices
It is essential that the electronic signature platform used has the maximum security guarantees and legal backing, as that offered by a qualified trust provider (QTSP). This ensures the integrity of the signature process and protects it from possible vulnerabilities, regardless of the tool used.
Steps to sign a document online
To sign a document online with a digital signature, you will need to have your file in electronic format and upload it to a digital signature platform. It is strongly recommended to use an electronic signature platform that offers an optimized and legally validated process, such as Tecalis Sign. The general procedure is as follows:
- Document preparation: Make sure the document is in its final version and no further modifications are anticipated. Perform a complete review of the content to avoid errors.
- Select the signature tool: Opt for an advanced electronic signature platform such as Tecalis Sign. These tools allow direct integration of the signature process and ensure that the document is protected against subsequent alterations in accordance with eIDAS as it is a QTSP (Qualified Trusted Signing Provider of the European Union).
- Upload the document to the signature platform: Upload your file to the platform and configure how it will be sent to the different signatories. After this, you can add the necessary fields for the signature, initials, date, etc.
- Include signature: Once the signature is inserted, the document will display a visual indicator confirming that it has been digitally signed. Platforms such as Tecalis Sign offer the option to add multiple signatures, which is especially useful in documents that require validation from multiple departments or individuals.
- Additional security: Tecalis Sign offers a 5-year escrow period for your signed documents, or if you prefer, you can integrate the already signed document via API into your document repository.
Using Tecalis Sign not only simplifies this process, but also reduces the risks associated with handling digital certificates individually. With these steps, even users without advanced knowledge of technology can sign documents online securely and in compliance with current regulations.
Sign a legally valid document online
One of the most recurring concerns when considering the transition to digital signatures is their legal validity. It is essential to understand that signing a document online through specialized platforms and in compliance with current regulations offers full legal guarantees comparable to, and in some aspects even superior to, the traditional handwritten signature.
Applicable regulations
eIDAS Regulation (European Union): This is the reference regulation in Europe for electronic signatures and identification. According to eIDAS, a qualified electronic signature holds the same legal value as a handwritten signature.
Law on Electronic Trust Services (LSEC): In Spain, it regulates electronic signature services and the custody of digital documents.
What is an advanced electronic signature?
According to Article 26 of the eIDAS Regulation, an advanced electronic signature must meet these requirements:
- Be uniquely linked to the signatory.
- Allow identification of the signatory.
- Be created using data that the signatory can use under their exclusive control.
Be linked to the signed data in such a way that any subsequent modification is detectable. This means that an advanced electronic signature guarantees the integrity of the document and the identity of the signatory, which makes it valid as evidence in judicial and administrative proceedings.
Data protection and security of custody
Professional electronic signature platforms implement advanced security measures to protect the confidentiality and integrity of signed documents. Best practices include:
- Secure and encrypted storage: All signed documents are stored on secure and encrypted servers to prevent unauthorized access.
- Backup and redundancy: Regular backups are made to ensure the availability and recovery of documents.
- Audit trail: A detailed history of all actions performed on each document is maintained, allowing any manipulation to be traced.
- Restricted access: Only authorized parties can access signed documents.
- Legal compliance: Custody of documents complies with applicable national and international regulations.
Advantages of signing a document online
The adoption of online document signing systems transcends mere convenience; it represents a strategic transformation with multiple tangible and intangible benefits for organizations of any size and for individual users. Signing online unlocks efficiencies and assurances that traditional paper-based methods can hardly match.
1. Significant Time and Cost Savings: This is perhaps the most immediate and tangible advantage. Eliminating the need to print, manually sign, scan, mail or courier, and then physically file the documents translates into:
- Direct cost reduction: Savings on paper, ink, toner, printers, scanning equipment, envelopes, stamps and courier services.
- Optimization of staff time: Employees can spend less time on manual administrative tasks and more time on value-added activities. Approval and signature cycles are reduced from days or weeks to hours or even minutes.
2. Exponential Efficiency and Productivity Improvement: Workflows are dramatically streamlined. The ability to send a document to multiple signatories simultaneously (or in an automatically defined sequence) and receive real-time notifications on the status of the process eliminates bottlenecks. This is especially critical in processes such as staffing, commercial agreements, sales, and vendor management, where speed is essential. In addition, integrations with other enterprise systems (CRM, ERP, OSS/BSS, document management systems) can further automate these flows.
3. Enhanced Security and Compliance: Contrary to some initial perceptions, signing documents online through qualified platforms such as Tecalis Sign can be significantly more secure than handwritten signatures:
- Full traceability: As detailed above, the audit trail provides an immutable record of all actions related to the document.
- Document Integrity: Electronic signature technologies ensure that the document cannot be altered after signing without any such alteration being detectable. Cryptographic hash functions and time stamps are used.
- Signer Authentication: Multiple levels of authentication can be implemented to verify the identity of signers (email, SMS OTP, biometric verification, etc.), making impersonation more difficult.
- eIDAS and GDPR compliance: Reputable platforms are designed to comply with strict regulations, ensuring the legal validity of signatures and the protection of personal data.
- Secure Storage: Electronically signed documents and their audit trails are stored in secure environments, often with encryption and backups, protecting them against loss, damage or unauthorized access.
4. Global Accessibility and Convenience: The ability to sign documents online from anywhere in the world, at any time and from virtually any device with an internet connection (computer, tablet, smartphone) is a transformative advantage. This eliminates geographic barriers and facilitates collaboration and business on a global scale. Signatories no longer need to be physically present to validate an agreement.
5. Improved Customer and Employee Experience: Offering a modern, fast and simple signing process significantly improves the experience for all parties involved. For customers, this can translate into increased satisfaction and loyalty. For employees, especially in roles such as sales or HR, it simplifies tedious tasks, allowing them to close deals faster and perform onboarding more seamlessly.
6. Sustainability and Environmental Responsibility: Drastically reducing the use of paper not only saves costs, but also contributes to environmental sustainability. Adopting electronic signatures is a step towards a paperless office and greener operations.
7. Robust Legal Validity and Reduced Risk of Disputes: Thanks to compliance with regulations such as eIDAS and comprehensive electronic evidence collection, documents signed online have a solid legal basis. Clarity about who signed, what was signed, when and how, along with the assurance of document integrity, reduces the likelihood of litigation and facilitates the resolution of any disputes that may arise.
8. Ease of Search and Document Management: Electronically signed documents are inherently digital, making them easy to store, organize and search in document management systems. Finding a specific contract or agreement becomes a matter of seconds, instead of having to dig through physical files.
In short, the benefits of signing a document online are compelling and range from operational efficiency and cost savings to improved security, compliance and user experience, positioning this technology as an essential component of any entity's digital transformation.
Best free online document signing tools
Electronic signature platforms are reaching a level of maturity that allows them to integrate with almost any workflow. Their functionalities often include clean and accessible interfaces with no learning curve, compatibility with the most commonly used formats (PDF, DOCX, images) and multifactor authentication to guarantee the signer's identity. There are free plans, which usually offer a low number of monthly deliveries, detailed auditing with timestamping, reusable templates, automated flows and APIs that allow the electronic signature to be integrated directly into ERP systems, CRM or corporate websites.
When considering a tool, it is wise to opt for those that, even in their free offerings, demonstrate a commitment to professional standards and user security, paving the way for possible future scalability if needs grow. In this context, solutions such as Tecalis Sign stand out because, even in their most accessible proposals, they are built on a technological foundation that prioritizes security and regulatory compliance from its conception. Although a completely free version may have functional limitations with respect to its superior plans, Tecalis Sign offers a secure, efficient and fully legally valid digital signature experience, aligning with many of the desirable features mentioned above.
