Innovatix transforms document processes with eSignature

Solution: Integration with eSignature

Innovatix and Essensa maintain a contract portfolio with thousands of contracts, and processes over 10,000 contract documents per month. To efficiently manage this, a document generation and electronic signature solution was needed.

The document generation solution was custom-built by the company’s internal development team, led by Senior Developer Travis Young. It integrated with the company’s internal CRM system (Microsoft Dynamics® CRM 2011) and relied on Microsoft SharePoint and many custom solutions to provide a web-based document generation platform. This solved one part of the problem by allowing account representatives to search, review, generate and transmit large volumes of documents entirely from their web browser – no more paper to carry around and fill out.

The electronic signature solution required partnering with a company that had proven expertise in the field. In reviewing the marketplace, many solutions required uploading individual documents to a cloud-based service, then using a browser-based form editor to create signature fields and form fields. Aside from the lack of flexibility, this would have required the company to manage multiple versions of each document: an internal PDF version, and the “digitally signed” version. In contrast, Nintex AssureSign®’s robust API enabled Innovatix to control the document generation and signing process programmatically, by allowing the company to translate their internal PDF documents (with their PDF form fields already existing) using code to Nintex AssureSign® templates, eliminating the need for them to manage two sets of documents, and allowing them to have one process that handles the transition from “paper” (PDF) to electronic signature, seamlessly and predictably.

Nintex AssureSign®’s web services further allowed tight integration into their existing business process. Using this integrated solution, users are able to manage member and prospect information in Microsoft Dynamics CRM, generate and assemble all the documents to be sent and/or signed by the member or prospect, identify named parties and signatories, and review all information before generating documents. Users then have the option to create PDF documents with bar codes that can later be faxed or scanned, or translate the PDF documents into Nintex AssureSign® templates and begin the electronic signature process with their internal systems, so the appropriate departments are aware when documents are signed, expired, rejected, etc., creating a completely paperless process.

The Nintex AssureSign® integrated solution enables Innovatix to generate documents and send out for signature quickly and easily, resulting in a greatly accelerated process, which is now managed electronically – they often go from start to end without generating a single piece of paper internally, and when members sign electronically, there is not a single piece of paper generated for them, either. The electronic signature process is greatly expanding within Innovatix, with the number of documents electronically signed increasing over 500% between January 2013 and June 2013.