In the fast-paced world of technology and businesses in the UAE, companies are working hard to ensure UAE digital compliance alongside increasing efficiency, automation, and accuracy in business operations and workflow. One of the critical moves’ businesses are adopting a paperless signing process by integrating electronic signature software/ bulk singing solutions specifically where there is a need for bulk document signing.
As per survey, Global e-signature transactions have grown from 198 million to 4754 million in span of just five years. More than 95% of businesses from the survey respondent are either planning to use or actually using e-signature technology.
Traditionally, businesses rely on a paper-based signing process which often leads to lost documents, processing errors and delays, storage and postage cost, security concerns, paper costs, etc. making it vital for businesses to adopt electronic signature software to ensure seamless cost-effectiveness, timesaving, secured document signing and management.
MSB Docs survey participants stated that, on average, companies that use electronically signed documents reduce 90% of their processing errors. 65% of companies using paper reports to collect physical signatures add an entire day to their work process and waste $8 billion a year just on managing paper. Companies that adopt e-signature solutions reduce document handling expenses by a whopping 85% and save 80% on shipping costs when they go paperless, on average.
Cygnature: Overview of Bulk Signing Solution
Cygnature is a blockchain-based e-signing comprehensive and secure solution for the e-signing of documents for individuals and organizations. Cygnature provides a wide range of signature types such as simple electronic signs, token-based digital signs, certified signs, biometric and live signatures, and national ID signs such as UAE Pass for UAE and Aadhaar e-sign in India.
Cygnature facilitates advanced encryption, authenticates signers, blocks tampering, provides audit trails, compliant and certified with various regulations, and ensures the integrity of the documents.
Need of bulk signing solution
A bulk signing solution is not an option but a need for the organization dealing with a high volume of documents, contracts, agreements, reports, invoices, etc. Cygnature ensures the simultaneous verification and signing of multiple documents, unlike regular signing where each document has to be read and signed once. Here are a few instances requiring the need for bulk signing solutions in various industries and departments.
Banks and financial institutions– Finance Professionals like Financial managers, CFOs, Procurement Heads, Relationship managers, Operations Managers, Financial Advisors and Compliance Head has to sign numerous documents such as bank statements, credit card statements, invoices, loan documents, insurance and Mutual fund compliance documents, financial statements, transaction approvals, loan approvals, or compliance-related paperwork often requiring immediate attention are voluminous and time-consuming.
HR department- HR Professionals like HR managers, CHROs, HR Heads and Talent Acquisition Head at times has to sign multiple offer letters, appointment letters, NDAs, increment letters, or performance review forms for thousands of employees during companies increment cycle or job appointments making it a time-consuming and tedious task for the HR team.
Healthcare- The healthcare industry has to comply with government regulations for signing medical reports, examination forms, and other such sensitive and vital documents making it tough for healthcare providers to manage alongside providing treatments and services to their patients.
Manufacturing- Manufacturing industries having large volumes of inward and outward transactions have to mandatorily sign various documents such as invoices, CN, DN, purchase invoices, GRN, registers, etc.
Supply chain and logistics- Requires bulk signing of various shipping documents, lorry receipts, invoices, transportation receipts, and delivery notes, to be signed promptly to avoid transportation delays.
Accounts department- The accounts payable department may need approved purchase invoices to release payment to the vendors and simultaneously sales invoices to track records and follow on company accounts receivable making where approvals at times get delayed or missed by the approving department.
Legal departments or firms- Legal departments require e-signing to accelerate document execution, enhance security through features like digital signatures, reduce administrative burden by minimizing paperwork and ultimately improve efficiency by streamlining workflows and freeing up valuable time for other critical tasks.
This is an overview of the specific industry or department documents that require bulk signing solutions but other requirements for bulk signing solutions are as below:
- Automated bulk signing accelerates the signing process for documents that are time-sensitive like government tenders, shipping bills, year-end accounts closure and returns that have to be submitted or signed on a timely basis.
- Physical copies are vulnerable to theft, tampering, misplacement, and signature forgery. Additionally, data breaches can occur, highlighting the need for automated, secure bulk signing software. Cost and resource optimization is one of the common challenges requiring, electronic signature software.
- Automated bulk signing aligns with the UAE’s sustainability goals by significantly reducing paper consumption and minimizing environmental impact.
- The shift to remote and hybrid work models has highlighted the inefficiencies of traditional signing methods.
- As businesses grow, managing documentation manually becomes incontrollable. A scalable bulk signing solution ensures efficiency and accuracy, even with increasing demands.
While this is just an overview of a few industries and departments there are many other crucial documents like government tenders, permits, licenses and reports, schools and educational institutions requiring signs for admissions, CRM requirements, requiring the need for bulk signing solutions as this work is time-consuming, tedious, costly, less secured and error-prone this is where Cygnature comes to a rescue. Let’s explore the features of Cygnature- Your go-to bulk signing solution that complies with UAE regulations.
Key features of Bulk Signing Solution for UAE businesses
Automated Bulk Signing
Cygnature facilitates automated bulk signing for business documents, invoices, contracts, agreements, notes, etc., with minimum human intervention. Cygnature supports the automated signing of thousands of documents simultaneously along with staying compliant with UAE regulations to ensure reduced processing time and operational cost
Customization
Customization is one of the exceptional features any service provider would provide when it comes to standard bulk signing solutions. Cygnature excels in providing extensive customization for bulk signing solutions, including signing methods, font styles and sizes, document identification, ERP-integrated field placements, and tailored workflows to meet unique business needs. A key USP is its support for Arabic signature appearances, customized for clients in regions like Qatar, where adherence to regional language and security standards is crucial.
Integration with ERP/POS and other software
Cygnature offers seamless integration with existing ERP, POS, other accounting or financial software, CRM, and HRMs. This compatibility ensures that the bulk signing process integrates effortlessly with your existing workflow with efficiency and accuracy without requiring major changes to an ongoing process.
Enhanced security
Security is a critical concern in digital transactions and signing. Cygnature provides blockchain technology to provide tamper-proof logs of signed documents, document verifications, advanced encryption technologies, time-stamped, role-based access management, restrict signing locations, request location capture, etc to ensure document integrity and offer an immutable audit trail for every e-signing transaction.
Compliance with UAE regulations
Cygnature complies with UAE’s electronic signature laws and integrates with UAE PASS, the national digital identity platform, facilitating legally recognized digital signatures. This integration enables citizens and residents with valid UAE PASS credentials to sign documents digitally, ensuring compliance with local regulations and enhancing the authenticity of signatures. It also ensures compliance with other industry-specific compliance as regularized by UAE authorities.
Support of Arabic Signature
Cygnature supports versatile signature options such as electronic, digital, biometric, and national ID-based signatures like UAE PASS including support for signing in the Arabic language as per businesses’ specific requirements ensuring flexibility and compliance.
Supports multiple formats
Cygnature supports a wide range of document formats, including PDF, DOC, DOCX, XLS, XLSX, JPG, JPEG, and more. This broad compatibility ensures that businesses can work with various document types without the need for additional conversions.
User-friendly interface
The platform is designed with user experience in mind, offering an intuitive interface that makes the bulk signing process straightforward. Features like setting X-Y coordinates for signatures, supporting multiple signing profiles, assigning signing orders, adding observers of the signing process, and managing signatures based on location enhance usability.
Bulk notifications and status updates
Once documents are signed, Cygnature provides bulk notifications to inform all stakeholders about the completion of the process. Email notifications and status dashboards keep team members updated in real-time. Bulk status updates allow administrators to track multiple documents simultaneously simplifying tracking and ensuring no documents are left unsigned or delayed.
Directory Integration
Cygnature’s directory-based signing streamlines the process of organizing and managing documents, making it easier to handle large volumes of data in a structured manner. Users can create directories for specific purposes, upload related documents in bulk, and initiate the signing process for all files in the directory simultaneously. For UAE businesses that operate across multiple departments or branches, this allows seamless collaboration and ensures that all teams have access to their designated documents.
Revolutionizing Business with Bulk Signing Solutions in the UAE
While the benefits of bulk signing solutions are numerous here are a few drafted below:
- Bulk signing solution cost savings in terms of storage, postage, papers, printing, labour, etc by automating and digitizing the entire workflow.
- Allows businesses to upload documents in bulk and execute signatures efficiently without the need for manual processes, significantly reducing turnaround time.
- The human intervention gets minimal, ensuring reduced human errors, thereby enhancing accuracy.
- Cygnature facilitates bulk signing of unlimited documents, ensuring scalability as and when business grows.
- Cygnature ensures signing from anywhere at any time, facilitating businesses working remotely.
- Documents signed through Cygnature are legally binding and compliant with global and UAE-specific regulations.
- Cygnature supports pre-defined signature positions across multiple documents to ensure consistent and error-free signing.
Success story
A leading private-sector bank in India faced challenges in processing 70-75K B2B and 4-5 crores B2C transactions daily, ensuring GST compliance, and digitally signing each document, leading to 2-3 days’ time from generation of invoices to delivery to customers. Further, sending single invoices by consolidating monthly B2B transactions was also challenging. For B2C transactions, the bank faced challenges in executing invoice requests raised by clients via call centre, internet banking, mobile banking, and branch/centre arrangements.
Cygnature, a secure and paperless digital signing solution, was implemented to streamline this process. We studied the Oracle database schema and provided infrastructure that supports the automatic pulling of new and updated transactions on scheduled time, the capacity to generate a consolidated invoice for B2B corporate customers, and automated PDF-based daily invoices, adhering to prescribed formats. Additionally, a customized digital signature utility was integrated, leveraging segment values from Oracle, ensuring compliance and authenticity. A specialized module was also developed to handle unregistered transactions, allowing users to request and download digitally signed invoices on demand, enhancing efficiency and user experience.
The impact of implementing Cygnature was impressive. It automated invoice template signing and reduced turnaround time from 2-3 days to just 30 minutes, improving process efficiency by 70-80%. At the same time, it reduced printing expenses, minimized the waiting time of the end customer, and promoted the paperless office initiative. Additionally, it facilitates customized invoice template creation.
Conclusion
Cygnature’s bulk signing solution is a transformative tool for UAE businesses, offering unparalleled efficiency, security, and compliance. With features like blockchain-based audit trails, integration with UAE PASS, customization options, and multi-format support,
Cygnature empowers businesses to streamline their signing processes while reducing costs and ensuring legal compliance. Whether handling contracts, invoices, or regulatory documents, Cygnature simplifies complex workflows, enabling organizations to focus on growth and innovation. By choosing Cygnature, UAE businesses can stay ahead in a rapidly evolving digital landscape and align with the nation’s vision of a paperless and efficient future.
