Over the years, ConsignO Desktop has become the leading software for professional digital signatures. Why? Because it was specially designed to save time and money while remaining in full compliance.
Follow these seven tips and guidelines to make the most of your digital signing document workflows.
1. Create and apply templates
If you sign the same type of documents such as reports or drawings on a regular basis, you can take advantage of the templates feature. When you create a template, you can quickly apply it to all similar documents and avoid having to perform the same actions over and over again.
For example, are three seals needed on a plan in A1 format? Just drag and drop the template onto a document and each of the zones will be placed in the desired format and correct location. In addition, you can apply templates to multiple documents at once.
2. Batch sign documents
This is the most popular feature in ConsignO Desktop. Once you've applied your template, you can digitally sign hundreds of documents in seconds.
The operation can be completed in multiple different ways in ConsignO Desktop or directly in your file explorer by right-clicking. If shared networks are used, each stakeholder can quickly authenticate documents.
This is an advantageous practice that has already been adopted by many large firms.
3. Use stamping to affix your seal images on multiple pages
This feature in ConsignO Desktop applies an image of a signature or a seal without actually signing the document digitally. In a few clicks, you can initial dozens of plans and add your seal image in the required places.
After that, all you need to do is digitally sign using an invisible signature to protect the integrity of your documents. It’s a simple practice that is easy to learn, and saves time!
4. Digitally sign merged PDFs to protect from fraud
If you are combining multiple signed PDFs into one file in order to facilitate document flow, keep in mind that the merged PDF is just a copy of the signed files. You will see your seal and signature appearances, but the document will not be digitally signed.*
To protect the merged document from fraud and give it legal value, take the time to sign it with an invisible digital signature. The assembled document can then circulate safely between the parties concerned.
Remember that the signers of the original documents must sign with an invisible digital signature to give authenticity to the set of drawings.
*The merge feature in ConsignO Desktop retains seal appearances, unlike other PDF readers.
5. Authenticate DWG, XLS and JPG files by adding them as attachments
3D plans are becoming more and more commonplace in the industry. To authenticate them, first create a cover page containing the following information:
- Project and contact information
- A list of attachments
- A paragraph certifying the authenticity of the attachments
- A seal and signature image in accordance with your practice guidelines
Then, convert this page to PDF/A-3 in ConsignO Desktop and add the 3D files which require authentication as attachments. All that is left to do is digitally sign.
This practice is also possible with all types of electronic files. Once extracted, stakeholders can view the attachments without affecting the documents contained in the authentic PDF/A-3.
6. Use combined actions
For example, if you need to convert a document to PDF/A, apply templates, digitally sign, and save your signed documents to a specific location, you can do it in one easy step with the combined actions feature.
This feature truly streamlines professional document signing cycles and yields the most benefit in terms of efficiency gains and time saved.
7. Work directly in your file explorer
If you already have access to the necessary files in your file explorer, there is no need to open ConsignO Desktop. To sign even faster, simply select your ready-to-sign documents and right-click.
With one click, gain access to more than 11 advanced features. No other professional signature software offers so many possibilities.
If you are supervising numerous projects, you can tell which documents have been signed and which ones haven’t in the blink of an eye, easily validating signatures, the number of signers and the document’s overall integrity.
Combine performance and compliance
By following these seven effective tips, your organization can eliminate numerous repetitive tasks and greatly simplify authentication processes.
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