Digitization of paper processes thanks to electronic signature

The main objectives of the project

• Simplification of processes for the client
• Limiting physical contact
• Reducing the number of physical copies
• Transition to a paperless office

Previous situation

Volkswagen Financial services (VWFS) in Slovakia used a solution for signing digital documents during a personal meeting in a partner network of car dealerships. Clients signed contracts and provided vehicle financing on tablets through an on-premise server solution. The special superstructure of the solution ensures the appearance of the user environment according to the corporate identity. However, electronic records of changes in documentation or remote signing of contract amendments were not treated. In such cases, clients had to come to the branch in person or sign the documents at home and deliver them by post.

The main challenge

The company's long-term goal is complete digitization of documents and simplification of processes internally and for its clients. The paperless life of the contract, even with various amendments and modifications, was given high priority. In addition, the global pandemic limited the possibility of face-to-face meetings, so at VWFS they were looking for a way to sign "remotely". Another challenge was the requirement for integration with the contract management system through the document management system (DMS).

Deployment of the solution

For the implementation of remote electronic signing, an online server solution was chosen, which guarantees the highest level of security and is located directly in the VWFS infrastructure. Hardware expansion costs have been reduced thanks to the use of the existing server component for electronic signatures on tablets. The remote signature process is guided through a web application that is accessible through an internet browser. Workflow management and management of associated actions (changes in process status, notifications, emails, distribution) is covered by the SIGNATUS server. The client will receive a link by email that will redirect him to the website with the documents to be signed.

It can be signed directly on the touch screen of a mobile device or with a mouse on a PC after verification with a one-time password sent via SMS. In addition to the Internet browser, there is no need to install additional programs or add-ons on the client's device. There are various dynamic elements in the email, which change depending on the communicating employee and client. The email with the link is thus personalized and it changes the seller's contacts, addressing the client, etc.

The advantage of the superstructure, which runs above the online application, is the possibility to modify the appearance and precisely define the procedures before and after the signature. The employee can send several documents to the client at the same time (so-called enveloping). In the process, procedures are precisely defined, which document should go when, to whom and where. The employee can change the names of documents and mark documents with a mandatory signature or for reading.

The application is integrated into the document management system where signed documents are stored. Integration with the CRM system ensures the record of changes made based on the signature. In the process, procedures are precisely defined, which document should go when, to whom and where.

In the process, procedures are precisely defined, which document should go when, to whom and where.