Secure external signature
28 Oct 2020
Touchless Signing with MOXIS
Companies that use electronic signatures for internal processes frequently face the challenge to integrate external people into their workflows and at the same time comply with their security policies and data-governance standards The MOXIS database instance MEQA (MOXIS External Quick Sign Application) meets this demand: only the corresponding documents that require a signature leave the company, but the external signer is never granted access to the MOXIS of the company.
“With MEQA we responded to the security demands of many of our customers, that exchange documents with their customers or partners on a daily basis,” explains Andreas Koller, CEO of XiTrust Germany. The signer does not require an own MOXIS account, but he can still see and, legally binding, sign the document by opening a link sent via e-mail. MEQA is also as versatile as MOXIS since it also offers the possibility to sign directly at the point of sale.
The MEQA database instance is an autonomous software platform and its architecture is set apart from MOXIS. The access to the company’s internal system is no longer required. All types of signatures, from qualified electronic signatures to simple ones, are supported by MEQA. External Qualified Electronic Signatures (QES) are carried out through a PIN-TAN code process. According to the eIDAS EU Regulation electronic signatures have the same quality and effect as handwritten signatures. But the highest legal standard of the electronic signature is not always required. For these cases, MEQA offers the possibility of using a Standard Electronic Signature (SES) for external consent. This type of signature can be seen as sort of a digital stamp that provides authenticity to the document. Data integrity and authenticity are guaranteed for both options at any time.
We keep the process as simple as possible. In the first step, the company that requires the signature creates a request for signature in MOXIS. In this step, the levels of the decision-making process are also defined, this means the order and the quality in which each of the signers will sign are determined.
The request is sent once the placeholder has been added. In a second step, the external signer receives an invitation containing a link via e-mail. There is now nothing standing in the way to proceed with the external signature.
All external signature scenarios
With MEQA, signatures at the point of sale also meet requirements of business transactions involving end consumers, where the handwritten signature is increasingly being replaced by the electronic signature. “In this case, signers are free to use any device and do not need a signature pad,” explains Andreas Koller. This is possible thanks to a QR code that can be directly be obtained from MOXIS: during the scanning, MEQA opens on the device. This can be a tablet or a smartphone (touchless signing). Koller: “With MEQA, MOXIS is a very comprehensive tool for all external signature scenarios.”