In the process of dematerializing businesses, two tools come up regularly in discussions: electronic signature and electronic signature. Often confused or presented as alternatives, they nevertheless meet complementary needs in document management.
Do we have to choose between the two? How do they fit into your processes? Decryption of two solutions that, together, transform your validation workflows.
Electronic signature: The orchestrator of your validation processes
What is an electronic signature?
Electronic paraphrase digitally reproduces the functioning of traditional paraphernalia. It is a document flow management platform who organizes, structures and secures the validation circuits within your organization.
Concretely, it allows you to:
- Define personalized validation circuits according to the types of documents
- Automatically assign tasks to the right people
- Monitor the progress of validations in real time
- Centralize all documents waiting to be processed
- Keep a complete history of actions carried out
The advantages of electronic signature
✅ Significant time savings
No more documents lying around the desk or getting lost in emails. Electronic initialization speeds up validation circuits by an average of 50%.
✅ Full traceability
Each action is time-stamped and traced: who validated what, when, with what comments. Perfect for audits and compliance.
✅ Fine rights management
Define precisely who can validate what type of document, according to what criteria (amounts, services, etc.).
✅ Automatic notifications
Automatic reminders, escalation in case of delay, validation notifications: the system manages your processes.
Electronic signature: The secure legal act
Definition and legal value
La electronic signature is The digital equivalent of a handwritten signature with the same legal value. It authenticates the identity of the signatory and guarantees the integrity of the signed document.
According to the eIDAS regulation, three levels of electronic signature exist:
- Simple signature : basic identification of the signatory
- Advanced signature : strong identification + detection of changes
- Qualified signature : maximum level with certificate issued by a trusted third party
The benefits of electronic signatures
Guaranteed legal value
A qualified electronic signature has the same evidentiary value as a handwritten signature in court.
Enhanced security
The document cannot be modified after signature without this being detected. Integrity is guaranteed.
Speed of execution
Sign instantly, even remotely. Especially useful for urgent contracts or international partners.
Substantial savings
Elimination of the costs of printing, mailing, and physical storage of signed documents.
Signature vs signature: Complementary roles
Why they complement each other perfectly
The initiator prepares, the signature finalizes
The electronic signature structures the internal validation process (verifications, hierarchical approvals) while the electronic signature concludes the legal commitment.
Concrete example: Validation of a customer contract
- Parapheur : The salesperson enters the contract → automatic validation by the manager if < 10K€ → validation directeur commercial si > €10K → legal validation if specific clauses
- Signature : Once all validations have been obtained → electronic signature qualified by the manager → automatic sending to the customer for signature
Use cases according to your needs
Opt for electronic signature if:
- You have complex multi-level validation processes
- You need to trace validations for compliance
- You want to streamline your internal circuits
- You manage large volumes of documents to be validated
Opt for an electronic signature if:
- You regularly sign contracts or official documents
- You work with remote partners
- You want to legally secure your commitments
- You must comply with strict regulatory requirements
Combine the two to:
- Optimizing the entire process : from internal validation to legal commitment
- Guarantee traceability AND legal value : each step is documented and secured
- Automate completely : end-to-end workflow without manual intervention
- Drastically reduce deadlines : validation and signature in native digital mode
Practical implementation
Deployment steps
1. Audit your current processes
- Map your existing validation circuits
- Identify bottlenecks and time wasters
- Identify the types of documents and their specificities
2. Workflow design
- Define optimized validation circuits
- Set up business rules (thresholds, deadlines, escalations)
- Integrate signature points into the process
3. Training and support
- Train your teams in the new tools
- Support the change of habits
- Create simple user guides
4. Management and optimization
- Measure time and efficiency savings
- Adjust the parameters according to field feedback
- Gradually extend to other processes
The measurable benefits of the combination
Operational performance
- 60% discount Validation times
- 80% reduction lost or pending documents
- 40% savings on administrative processing costs
Compliance and security
- 100% traceability validations and signatures
- RGPD compliance native with access management
- Legal security reinforced by the qualified signature
User satisfaction
- Single interface for all validation processes
- Smart notifications that avoid overloading
- Full mobility : validation and signature from anywhere
The largest museum in the world has set up the electronic signature system Efalia
Conclusion
Electronic signature and electronic signature are not opposed: they reinforce each other in a comprehensive process logic. The first optimizes your internal validations, the second secures your legal commitments.
The real question is therefore not to choose between the two, but to understand how to articulate them intelligently according to your business challenges. This combined approach guarantees you a complete, secure and efficient dematerialization.
Start by identifying your most critical processes and gradually build your digital validation ecosystem. Your teams and partners will thank you for it.
Do you want to optimize your validation and signature processes? Our experts support you in choosing and implementing solutions adapted to your organization.
