How to use digital e-signature with Contracts?

Adding e-signature for contracts to your customer journey can be instrumental, especially on orders with high-value rental products.

Benefits

  • Increase customer awareness and care during the rental process
  • Prevent misunderstandings with regards to order responsibilities
  • Have a with more complete order documentation in case of insurance claims
  • Better legal protection for your rental operations

The signatures can be BankID / eID verified or Drawable (powered by Criipto Signatures). See here a full list of Electronic Identities supported.

Contents

Flexibility matching your business needs

You can request e-signatures for all orders or just some of them, sent the request automatically or manually, as you prefer, and do even further tailoring:

  • Use BankID/e-ID verified or Drawable signatures (for all or just the order at hand)
  • Send the signature requests automatically or manually
  • Send requests via Email or SMS

The E-Signature feature is built on top of the Notifications engine, which allows for powerful configurations. Read more here: How to configure the E-Signature flows for my business?

How it works - the E-Signature user flow

The signature flow has three main stages: signature request ▸ signature progress ▸ customer signature completed.

The document signed will be the standard Order Contract PDF.

  1. Signature request

You can send signature requests manually or have them sent automatically. For a manual request, go to the Admin Order page and click Actions ▸ Send notification.

You can choose an action type - Signature Request by Email or Signature Request by SMS - and choose a signature notification among those configured for your site:

For configuring your options, see: How to configure the E-Signature flows for my business? For scheduling automatic signature requests, see How to configure the E-Signature flows for my business?

Your customer will receive an Email or SMS with the signature link:

An order tag "Signature: Requested" will be added on the order.

  1. Signature progress

You will be able to see signature progress events on the Admin Order page ▸ Information tab ▸ Activity logs:

If the customer encounters any errors or if the customer refuses to sign, you will see corresponding event logs.

  1. Customer signature completed

The customer can open the link either on desktop or on a mobile device and proceed to signature.

A Signature: Signed order tag will be added to the order.

An signature event will be added to the order Activity log with a link to the signed document.

The signed document will also be sent on email to both the customer and to the manager.

How to configure the E-Signature user flows for my business?

E-Signatures use the Notifications engine for sending requests. You can set up one signature notification or more, based on your needs.

Examples

  • Request e-signature via BankID on Email: The manager can send manually when contract is ready
  • Request e-signature on SMS: The customer is in the shop and agreed to sign on the phone (instead of printing and signing on paper)
  • Request a Drawable e-signature: The customer is a tourist and does not have BankID
  • Automate an e-signature request 1h after order placement: You do not need to review pre-existing damages / add manual contract notes

Create such a notification from Admin ▸ Settings ▸ Notifications. Click Create Notification and follow these 5 steps:

  1. Choose a Signature Action type

You will see two Signature related action types. They behave exactly like the standard Send SMS or Send Email Notifications, with two additions:

  • You will be able to select a Signature Type (see next step)
  • You will have access to the E-Signature link smart field when composing the message (see more details below)

If these two options are missing, the feature is inactive; see here how to get it activated.

  1. Choose a Signature Type

You can choose between:

  • E-Signature - Via BankID / eID: This will request a verified signature from your Customer via an electronic identity provider, such as Norwegian BankID, Swedish BankID, etc.
    • See here a full list of electronic identities supported
    • This requires an official certificate application for your business with the selected provider. Sharefox Support will support you in submitting the application
    • Note: If you already use BankID for customer login in the Sharefox Shop, your BankID certificate can be reused for electronic signatures
  • E-Signature - Drawable: This allows customers to sign with an electronic hand written signature and is powered by Criipto Signatures, our official e-signature partner.
    • This option is useful if you expect customers (eg. tourists) to not have access to your preferred eID provider

  1. Set other Notification settings

Set the Trigger Event and Trigger Time values:

  • For manually sending the request, set the trigger event to: On Demand
  • For automatic sending, you can schedule the notification some time before / after specific events, such as Scheduled Pickup or On Order Placement
  • See here a full list and descriptions for possible configurations

Set the recipient value to: Customer.

When preparing the Email or SMS template for your notification, you have access to the E-Signature link smart field:


  1. Save and test your notification

Please test your signature request flow. Your E-Signature configuration is completed.

How to activate the E-Signature feature?

The feature is available and can be activated on all Sharefox sites. To activate it please send a request to support@sharefox.no. This is a premium feature and you will receive an offer for getting it activated. In your request, please indicate the type of signatures you would like to use:

  • BankID / e-ID Signatures: verified by e-ID suppliers such as Norwegian BankID, Swedish BankID
  • Drawable Signatures: powered by Criipto Signatures

You can see a list of supported e-ID suppliers from our signature partner: See full list here.

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