e-signature solution for today’s fast-moving, mobile world

After years of absence, in 2013, Pepsi returned as the main sponsor of the Super Bowl half-time show, and the beverage industry giant didn’t hold anything back.

With a performance from Beyonce as the main course, which would include a guest appearance from her former bandmates of Destiny’s Child, the plans for the show were as big as they get. After all, the Super Bowl is the most-viewed sports event in the US and the TV advertisement Industry’s annual D-Day. The stakes couldn’t be bigger.

The creative team behind the event knew that such a spectacle needed an intro that was up to the occasion, and they came up with a bold idea: using it not only as an introduction to the show but also as a tribute to the fans of the brand. Pepsi then asked the public to send pictures in specific poses, which would appear in a 30 second TV spot to be cast simultaneously during the TV transmission and at the stadium screens.

The response from the public exceeded all expectations. More than 100 thousand people submitted their photographs, but with the avalanche of submissions came an equally massive task: to select the right ones for the add and to obtain the owners’ consent for the use of the images.

Getting hundreds of applicants from all over the United States to sign off the rights over their images, presented a logistical challenge that could have derailed the project and turned it into a train wreck. Pepsi needed a solution that allowed participants to complete the submission form easily, and that made the management of all the applications and the collection of the notarized affidavits as efficient and secure for the marketing team as possible.

After trying different options in the market, it became evident to Pepsi that the online notarization solution from signNow, which allows for collecting legally binding signatures through a simple link, was the way to go.

In the end, the submission process and the collection of the signed documents ran smoothly, the TV spot obtained historically high ratings and reviews, and that year’s half-time show is still remembered as one of the best. “We needed a solution that was a secure way to collect notarized signatures of our clients. I can’t imagine how hard it would have been without signNow,” recalls Elisabeth Morse, then Director of Integrated Production at PepsiCo.

Paperless efficiency

According to a G2 survey, signNow outranks its competition in 10 out of 11 key categories, such as secure authentication, workflow setup, regulatory compliance, performance, and reliability. The solution’s more than 60 thousand customers, and over 12 million enterprise users worldwide give signNow an average score of 9.56 out of 10, making it the #1 e-signature solution for large and small businesses alike.

Why does signNow get such high marks? The short answer is practicality; the long one is that it addresses the most essential aspects of any business process, like cost-effectiveness, time management, workflow simplification, mobility, security, regulation compliance, and platform integration.

For starters, signNow allows organizations to achieve the long-dreamt dream of reducing -if not eliminating- the use of paper in the office. Beyond the obvious environmental implications, paper also represents a serious burden to businesses’ budgets. An office worker in the US uses 10 thousand sheets of copy paper each year, 45% of which will end up in a dumpster at the end of the same day it was used. Only in printed forms, corporations spend more than US$120 billion a year; most of them become outdated in less than three months. For repeat users, signNow’s digital e-signature solutions reduce their paper-related expenses to a third.

The cost of paper is not limited to printing and copying; it also consumes a large portion of an average worker’s productive time. It is estimated that each office employee spends 38 hours per year searching for lost documents; at the current US national average hourly wage of US$22.01, this alone represents a yearly loss of over US$836 per employee. On top of that, recreating each lost document will set back a company another $500 in labor costs.

It is also a matter of corporate security. Paperless processes also remove the risks for potential loss of information; physical documents -on the other hand- are much more likely to be misplaced, copied, tampered, damaged, or destroyed. For any organization, losing a piece of paper containing sensitive information, a signed contract needed for litigation, or any other irreparable document might have dire consequences. More than 70% of businesses would fail within three weeks after suffering a catastrophic loss of paper-based records due to fire or flood.

A matter of time, not place

A much harder variable to quantify is the toll wasted time takes on businesses. Every time the effectiveness of an agreement is paused while the documentation is printed, scanned, and shared in preparation for the sign-off, and the people in charge of giving the final approval become physically available, business opportunities are lost, often for good. signNow shuts down the window through which opportunities escape by reducing processes that tend to take days when not weeks, to just minutes.

In today’s hectic, mobile business world, what matters is the when, not the where. With signNow, the physical location of each person involved in a signature-requiring workflow becomes irrelevant. The desktop solution can be synced with the mobile app in seconds, allowing users to start editing documents in their office and finishing them on a mobile device, even without an internet connection. While offline, all data is stored in a secure private cloud, and, as soon as the connection is reestablished, it is synced with the signNow network instantaneously.

When it comes to signing, signNow makes things as easy as they get: users only need to create their legally binding e-signature, whether by drawing or typing it, or by uploading an image from a mobile device or desktop computer. Once created, they’ll be able to use their e-signature the moment they need it.

Another feature of signNow that makes e-signature significantly more efficient, is the possibility of arranging the signing order for as many signatories as needed based on their roles, in just a few steps. signNow also allows for enabling or disabling the forwarding of a document, presetting reminders, and setting expiration dates and passwords for sensitive documents. signNow also facilitates e-signing on the client’s side through automated guidance, which turns it into an effortless proposition even for inexperienced users.

signNow e-signatures are legally binding, and each document update and signature leaves a Court-admissible audit trail. Besides, the solution offers industry-leading data security and complies with the leading international data protection regulations, such as EU’s General Data Protection Regulation (GDPR), the California Consumers Protection Act (CCPA), Payment Card Security Standards (PCI DDS), The Health Insurance Portability and Accountability Act (HIPAA), among many others.

Marlene Novo, Regional Product Manager at Intcomex Cloud, is a promoter of this solution by trade, but above all, she is a success case and a happy customer. As a person in charge of the evaluation, integration and onboarding process of global ISVs within the organization,  she deals with the ups and downs of negotiating new partnerships, revising contracts, and getting them approved on a regular basis; adding signNow to her work routine in the middle of the Corona Virus pandemic was a game-changer.

“We implemented signNow into our process a couple of months in the COVID-19 emergency, and it clearly marked a before and after. When we went into lockdown, all the on-going negotiations got disrupted in one way or the other by the impossibility of meeting in person with my colleagues. As soon as signNow became part of our process, things started to run smoothly again, even more so than before. Now that it’s been months into this pandemic situation, I just couldn’t picture my job without signNow”, concluded Mrs. Novo. 

For more information on signNow, here.