eSign Electronic Seals

eSign’s electronic seals can be added to a document before sending it out for signature. This certifies the integrity of the document to the signer, offering assurance that it is authentic and secure.

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E-Sign Electronic Seals Example

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eDIAS Approved Electronic Seals

eSign’s electronic seals are fully compliant with eIDAS regulations, which allows them to be recognised as a legal and valid electronic signature for businesses and organisations.

An example of when an electronic seal might be used is a legal entity applying the seal to a contract before sending it out to the recipient. For sensitive documents in particular, adding an electronic seal validates the origin of the document and its integrity.

 

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1.1 million
documents processed per month
20,000
new signers per month
400,000
envelopes sent per month
1.1 million
documents processed per month
20,000
new signers per month
400,000
envelopes sent per month

Providing peace of mind for signers.

What is an electronic seal?

An electronic seal can be applied to a document by a legal entity such as an organisation or institution. They are often used to confirm the origins and legitimacy of a document such as contracts or payslips. 

Digital seals are available to be added to documents for eSign users that are on a Business or Enterprise plan.

What is an Electronic Seal

Use cases for electronic seals.

Electronic Seal vs. Electronic Signature

Both electronic seals and e-signatures are secure solutions supported by digital certificates, but they are used in different ways as confirmed through the eIDAS regulation. An e-signature can only be used by an individual to sign a document, whereas an electronic seal is used by organisations and entities.

Envelopes can contain both eSignatures and electronic seals if needed. A sender with the appropriate user permissions in the eSign account has the ability to add an electronic seal to a document in a specific order within the workflow.

Difference Between an Electronic Seal and eSignature

User friendly process with eSign.

Adding a seal to a document

When adding an electronic seal to an envelope, you can include a visual representation of it with the flexibility to position it as you choose. The image of the seal can be uploaded from your account settings.

Electronic seals can only be applied and used by the author of the document. If your organisation is on a business or enterprise plan and you want to use electronic seals, be sure to have your account settings updated for the right user to be able to add the seals to relevant documents.

Adding an Electronic Seal to a Document

Seal a document in seconds.

Placing the electronic seal on the document

After uploading the image of your digital seal, it can then be placed onto the document preview page by dragging and dropping it.

The seal can only be added when the author is signing the document, or in a co-sign flow.

Placing the Electronic Seal

Supported by a digital certificate.

The visual presentation of the seal

When an electronic seal is added to a document, it’s defined by a digital certificate. The visual representation of the certificate is the image previously uploaded in your account settings. 

The seal’s certificate is visible in the properties of the signature. Therefore when the document is displayed, users can see the electronic seal by checking the signature details.

What Does an E-Seal Look Like?

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Testimonials

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Mid Devon District Council

“Using eSign has made our tenancy completion processes so simple. You don’t have to be technically savvy to be able to use the platform and it doesn’t draw on any other ICT resources. Our tenancy agreements and documents are signed within minutes and we’ve even had tenants’ comment on how easy it is to use as a signer which is fantastic.”

Lisa Harber | Team Leader 
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University of Oxford

“The University of Oxford have appointed eSign UK Ltd. as their preferred electronic signature platform. eSign quickly guided departments on the most cost-effective and efficient route offered, providing continued support to ensure contracts were completed and deadlines met.”

Purchasing Department | End User
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Paratus Law

“The law supports the use of electronic signatures, and eSign is an essential tool for any business wishing to enhance customer experience and accelerate revenue. Esign is incredibly user-friendly, and using it has been a very positive experience both for me and for my clients.”

Simon Arthur | Owner
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Beyondly

“eSign has transformed our operations at Beyondly. Integrating eSign into our systems was relatively straight forward and has massively improved customer and team experience. As a Bcorp organisation we place high value on our environmental impact and since inception, eSign has represented a 31.46kg saving of CO2 entering the atmosphere.”

Emily Rice | Operations Manager
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National Clinical Homecare Association

“The tools are very easy to set up and intuitive to use. When we encountered issues, the eSign team was agile enough to respond, usually on the same day. The copy template feature has made setup with new customers much easier.”

National Clinical Homecare Provider | End User
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Slater Heelis Solicitors

“eSign is an invaluable tool that assists us in keeping track of our legal matters. It gives us full control of the document journey and has greatly improved signature capture and document turnaround times.”

Slater Heelis Solicitors | End User
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Morgan Ash

“Working in the regulated financial and medical markets we need a quick secure and economical signature process. eSign gives us all of these.”

Andrew Gething | Managing Director
Leicester Hospital Case Study

University Hospitals of Leicester

“We have seen significant improvements in our pharmacy service efficiency since implementing E-Sign. The platform is user-friendly and has allowed our team to securely and reliably provide prescriptions for crucial patient medication, minimising the risk of supply disruption and saving valuable time. Collaborating with E-Sign has been an easy process, Desi and Luke have always been professional and approachable to offer support when needed.”

Amy Page | Kidney Pharmacy Team
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Blue I Properties

“Can’t recommend esign enough. It is quicker, easier and cheaper to use than many of their competitors.  The detailed Document History provides useful evidence and proof of when your document was created and signed.  Their team members are extremely knowledgeable of the systems, friendly and professional.  All in all, an amazing product at a very competitive price.”

Debbie Collins | Lettings Administrator
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Government Property Agency

“One thing which sets eSign apart is their flexible signature packages, allowing flexibility in both pricing and usage to provide the best solution for the organisation. The GPA has been very well looked after by our eSign account manager and we look forward to continuing our relationship with them.”

Government Property Agency | End User
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10-100

“The solution was simple to use, has a great management portal, and the price met our expectations. We now use the product for our own internal use and have recommended and deployed it into our customers when we get requests for signature solutions. eSign’s ongoing support is excellent, and they are continuously improving and developing their solution.”

Paul Visagie | IT Consultant
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Cambridgeshire County Council

“eSign has brought both time and efficiency benefits to our department since we started using the platform two years ago. It is easy to use and they have useful training videos available which have been helpful for training our team on how to use the platform and its features.”

Wendy Ballard | End User
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Churchill Support Services

“Using eSign has significantly reduced the time it takes to send and receive contracts which means we close deals quicker. I especially like how you can redirect and edit documents without creating new envelopes and keep track of which contracts are pending signature as an admin. As an environmentally friendly business, it’s helpful to see how much carbon we are saving with the carbon counter. I would definitely recommend eSign to a business who is looking to close deals faster.”

Katie Butcher | Client Relationship Manager
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University of Salford

“We use eSign at the University of Salford to issue copyright declaration forms when supplying copies of material to users of our archives. We used to issue the forms as attachments to emails, but users found it difficult to sign and return the forms, especially if they didn’t have a printer. Sending the forms using eSign has made it much easier and quicker for our users to sign and return the forms. From our end it is simple and straightforward to issue the forms via eSign and we get a notification when they have been completed.”

End User | University of Salford
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Polden Bower

“We are a group of three schools operating across six sites supported by a Central Team, so we’re looking for an electronic approval solution that would bring about significant efficiency, both in time and cost. We wanted a user-friendly system that would comply with finance policy, manifest maximum engagement from all Signatories, and had the capability to offer more as we grow as an organisation.  eSign fits the bill on all fronts for us from affordability, cost savings, accessibility and functionality perspectives, right through to tried and trusted customer service, support and data security.  We spent our first year on the Business Plan to embed this new way of working into our processes and we are now ready to roll out eSign access to other Central departments as we upgrade to the Enterprise subscription.  The user guides, chat facility, training offer and support provided by eSign is all really helpful and the team are always responsive when we get in touch.  It’s also reassuring that the Data Centres are in the UK and are managed by eSign.”  

Alison Sanders | Executive Finance Officer
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Boon Brokers

“E-Sign has significantly helped our operations at Boon Brokers. Previously, clients had to manually print, sign, and scan documentation back to us. With the help of E-Sign’s API, we have managed to integrate the system into our software. This now enables all clients to easily E-Sign our fact-finds within a matter of clicks via e-mail. This has significantly improved the efficiency of our business. Thank you, E-Sign.”

Gerard Boon | Managing Director, Boon Brokers
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Thula

“We are very proud and thrilled to be working with the eSign team, creating a truly digital and revolutionising management tool for controlled drugs in a post-pandemic world. The benefits to the clinical and pharmacy teams are huge and drives greater legislative and regulatory confidence and safer and efficient patient care.”

Adele McAllister | Manager
Hessington Health Testimonial

Hessington Health

“Hessington Health is a busy national health screening and occupational health practice with over 18 independent schools and over 10,000 staff members. The challenge we have faced is reminding employees to sign consent forms before we release the reports to their employers. This is an incredibly time consuming process. E-Sign has offered us the perfect solution. The online dashboard allows us to track the consent forms in their journey, Set reminders and have a safe place to store the completed forms. This has saved us an immense amount of time and improved our governance in this area. It also allows the user to create bespoke forms meaning any organisation from any sector will be able to utilise this package.”

Harjeev Rai | Medical Director

Benefits of Electronic Seals

Digital Signature Certificate
Validity and Authenticity

Once a document has been sealed it cannot be tampered with, offering protection and peace of mind to both organisations and signers.

Increased Efficiency
Create a Digital Ecosystem

Digital seals enable organisations to maintain completely digital document processes, improving efficiency and security and removing the need for physical paperwork.

Faster Document Turnaround
Save Time & Streamline

Electronic seals help businesses to streamline their document processes. This saves time on admin tasks and increases productivity in your workflow.

Environmentally Sustainable
Reduce Carbon & Paper Consumption

By eliminating paper from your business processes you can reduce the associated costs and lower your carbon emissions.

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Prepare for a Digital Future

Using digital seals and other eSign solutions you can step into the digital future and give your business an advantage over competitors in key areas.

Advanced Audit Tracking
Advanced Audit Trail

eSign’s advanced audit trail ensures documents can be tracked and recorded at every stage of the transaction.

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Technical Checklist

  •  All signed documents come with a digital signature certificate.
  •  Each new signature generates a unique digital fingerprint.
  •  Scan a unique QR code to automatically access signature verification.
  •  IP addresses are recorded for extra security and authenticity.
  •  A full audit trail ensures full compliance and high security standards.
  •  eSign ID checker enables real time ID verification.
  •  Signer’s enter their mobile number and put a one-time SMS passcode before accessing the documents.

eSign Case Studies

NCHA Case Study
National Clinical Homecare Association

The healthcare industry clearly recognised the need to adopt a digital approach to prescription processing, giving operational advantages, regulatory compliance and improvements to patient safety.

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Mid Devon Case Study
Mid Devon District Council

There has been significant time and cost savings on the sign-up process for new tenants as there is no longer a requirement for officers or tenants to travel to meet in a location to sign the agreement. 

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Leicester Hospitals eSign Case Study
University Hospitals Leicester

We have seen significant improvements in our pharmacy service efficiency since implementing E-Sign. The platform is user-friendly and has allowed our team to securely and reliably provide prescriptions for crucial patient medication.

LEARN MORE

CHOOSE YOUR TEMPLATE TO SUIT YOUR BUSINESS NEEDS

Templates

Kick start your document creation process and give customers the best experience with our downloadable business templates. Find the perfect document to suit your needs, easily edit to your requirements and send for singing, all within our easy-to-use platform.

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Frequently Asked Questions

What are Electronic Seals?

Electronic seals provide organisations and institutions with a way to certify the source and authenticity of a document. A company will typically attach the seal onto contracts, payslips, etc before sending them to recipients. 

Is an electronic seal valid?

While an electronic seal serves a crucial role in maintaining the integrity of documents dispatched by a legal entity, it’s essential to understand that it doesn’t replace the need for electronic signatures. Rather, its principal purpose lies in guaranteeing authenticity, offering recipients assurance that they’ve received the unmodified original document.

What are the use cases of electronic seals?

Electronic seals can be used in several different ways, for example; sealing automated documents, maintaining data integrity, securing legal and contractual documents, ensuring regulatory compliance, and confirming automated processes.

Is the seal applied to every document in the envelope?

When adding an electronic seal through eSign, the seal will only apply to the document you have put it on. So, if you are sending 5 documents in an envelope, you only need to place the seal on the document(s) that requires it.

Are electronic seals legally recognised?

Electronic Seals provide a solution for legal entities, enabling them to safeguard the authenticity and integrity of electronic documents and data. Similar to Electronic Signatures, an Electronic Seal can be both Advanced and Qualified.

As per the eIDAS regulation, a Qualified Electronic Seal benefits from the presumption of data integrity and the correctness of its origin to which the Qualified Electronic Seal is linked.

How are electronic seals different from e-signatures?

Both electronic seals and signatures are secure solutions supported by digital certificates, but they each are used in different ways as confirmed through the eIDAS regulation. An e-signature can only be used by an individual to sign a document, whereas an electronic seal is used by organisations and entities, providing evidence of the validity of the document and where it has come from.

Can an electronic seal replace a signature?

Although electronic seals and signatures share similar mechanisms, they differ in purpose and implications. An electronic seal doesn’t signify a commitment or engagement from the signatory regarding the document’s content; instead, it focuses on ensuring the authenticity and origin of the data.

The distinction can be broken down in two ways:

  1. Signature Commitment: A signature implies that the signatory has reviewed and agrees to the document’s content. It represents a personal endorsement and acceptance of the terms or information stated within.
  2. Seal Authentication: An electronic seal primarily serves to authenticate the integrity and origin of the document’s data. It assures the recipient that the document hasn’t been tampered with and originates from the intended source.

While both electronic seals and signatures have their roles, it’s crucial to understand that using an electronic seal alone might not convey the same level of commitment or acceptance as a signature. If the document requires the explicit agreement or endorsement of the signatory, incorporating an electronic signature to signify consent and engagement is advisable.

Ultimately, the choice between using an electronic seal or signature depends on the specific requirements of the document and the desired level of commitment from the signatory.

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