Signy

Recently, the Signy service (formerly SmartSign) has undergone many changes, starting with its name and ending with integration with other similar services. We talked about all the innovations and plans for the future with Batia Syrota, Signy project manager.

About the Main Change – Rebranding of the SmartSign Service and Turning It into Signy

We have been using SmartSign for a long time for our internal workflow: we coordinated contracts in it, signed acts with clients, and issued invoices to them. This service is our separate, independent, and complete IT product with a wide variety of functionalities. It can be implemented in any enterprise, regardless of its size, as a system for internal and external document flow.

All this time we did our best to make the work of our clients comfortable. But technology is improving, electronic signatures are becoming more secure, and along with this, so are the users' needs become higher. Therefore, we decided to move forward and started by changing the name of our service. Now it is more in line with our values and sounds concise and modern – Signy (from English “to sign”).

How Signy's Integration with Other Popular Electronic Document Management Services Simplifies Our Clients` Work with Counterparties?

The second important news was the integration with other mass services of electronic document management (hereinafter – EDM). Although earlier Signy already could seamlessly integrate with the ERP (system for automating the company's business processes) of IT-Enterprise.

Signy

Today, about 20,000 unique companies use the Signy service, and more than 500,000 documents have been created and sent. We are often approached by large enterprises, including thousands of suppliers. For our users to be able to freely exchange legally significant documents, regardless of the system in which their counterparty works, we made a strategically important decision – to integrate with the most common EDM services. Therefore, today Signy integrates not only with IT-Enterprise ERP but also with M.E.Doc, 1C, and Vchasno. This integration allows the customer to receive the necessary documents as quickly as possible. Each of the counterparties, being at their workplace and in their system, work with the same document and see all the information on it.

What the Integration of Signy with the SmartTender.biz Platform Gives?

SmartTender has two IT products: the SmartTender.biz tender platform and the Signy EDM system. At some point, we realized that it would be logical (and most importantly – convenient) to integrate them. Thus, SmartTender clients were able to sign an agreement with the winner in their account on the platform immediately after the auction.

Based on the practice of signing contracts in our company, we have developed a functionality that allows you to pre-configure the internal approval of a document before sending it to the winner. At the same time, apart from the contract itself, the client does not need to specify anything else. Thanks to the systems of the site and the EDM service integration, all information is substituted automatically and the process of signing an agreement with the winner takes place as quickly as possible – this allows the client to start work on the subject of the purchase on time (for example, to receive the goods, payment, etc. on time).

About New Ways of Feedback for Our Clients and the Development of a More User-friendly Interface

Rebranding is a project that includes many components, including website design. We started a big project to change the interface of the client's office (UI and UX design). Our clients have already seen the first changes – we have completely redesigned all notifications, made it modern and practical. It is now much easier to find all the information you need to work.

Signy

Everything that we do or will do has only one goal – to make the service as convenient as possible for our customers. And, of course, first of all, we listen to their wishes. To get feedback and suggestions from customers, we began to conduct surveys on the site, and over the last quarter received over 1,500 responses from different enterprises containing different ideas and proposals for development. Such reviews also help us analyze the quality of user advice and the level of service.

To always be available for communication with our clients, we have connected an online chat on the site, added a free number 0 800, and implemented the ability to leave requests for a callback.

Important Changes that Await the Service in 2021

At the moment, Signy is taking part in an experimental pilot project to implement a unified system of electronic consignment notes from the Ministry of Infrastructure of Ukraine. Within the framework of this project, the service will provide its customers with the ability to exchange e-TTN between all parties to the process (consignee, consignor, and freight forwarders) with registration of e-TTN in a single central database. You can learn more about how this process goes in the video:

As for the development of technical functionality, the previously implemented integration with other systems will be scalable, new technical capabilities will be added there based on the needs and demands of the market.

We are also continuing the rebranding and are working with a new website design as part of it. Together with a team of designers, business analysts, and developers, we created a new website layout taking into account the wishes of our clients. Shortly, we plan to start its technical implementation. The service will become more intuitive and user-friendly.

Where Can You Find Out More About the Work of Signy and the Procedure for Implementing EDM at the Enterprise?

We regularly hold events aimed at informing customers about new service opportunities and how to effectively use these opportunities to develop a client's business. We also inform them about key improvements, conduct individual trainings for companies upon their request, presentations of functionality and work with it, as well as various kinds of webinars (including inviting our clients as speakers).

For example, in December we organized a webinar with an invited expert from the Diia.Business portal, where we discussed in detail the legal side of the issue of introducing EDM in the company. The entry is available here.

Also, quarterly, we hold a free Smart-Academy for commercial customers, and the Signy service is always a mandatory item of the program: its functionality, practices of application by our customers at their enterprises, etc. The next commercial webinar will take place on February 19. Read more about this in the announcement.

A Few Words About the Process of Companies' Transition to EDM

Digital transformation is now actively gaining momentum in society and business. Many companies in quarantine are trying to optimize their work, labor, and financial costs as much as possible. Services, in turn, monitor market trends and customer requests and think over development plans based on these trends.

The digitization process has already started, and the simplest cases and numbers tell us about this: even at the beginning of quarantine, in March 2020, when our company decided to provide all documents to customers only through Signy, from the first time only every fifth client agreed to this idea. Now, sending a paper version of a document to a client is considered the exception rather than the norm and occurs in 1 case out of 10-15. Therefore, we can safely say that the process of transition to EDM is primarily a matter of time and desire.

Therefore, I advise every business owner to implement electronic document management today to keep up with the times and optimize their work as soon as possible.