Digitalization of approval processes and Electronic Signature | ARXivar

The client company needed to manage a structured approval and electronic signing process for PDF documents.

The existing process was fragmented, poorly tracked, and heavily based on manual activities and email exchanges, resulting in operational delays and a higher risk of errors.

In particular, the requirements were to:

• ensure a formalized approval workflow prior to signing;
• manage different types of electronic signatures, including SES (Simple Electronic Signature) and AES (Advanced Electronic Signature);
• guarantee full traceability of all activities performed on documents;
• reduce time and inefficiencies related to manual or non-standardized processes.

The goal was therefore to introduce a solution for the digitalization of approval processes, capable of automatically and securely orchestrating the entire document lifecycle, from creation through to final signature.

It is also possible to sign the document on all pages, specifying the position where the signature should be placed, as well as to add any notes.

Once the form has been completed, a workflow is automatically triggered to manage the document flow: approval (if required), sending to the signer, and the subsequent return of the document—whether signed or not—thereby ensuring the completion of the process.

Document management with AES signature

For the Advanced Electronic Signature (AES), a dedicated form was configured, including the sender, recipient, document details, the signing manager, and any approval manager.

After the eventual approval step, the associated workflow automatically sends an email to the signer containing a link to access the Innovation Hub portal.

The signer accesses the portal and applies the signature using an OTP. Once signed, the document is automatically returned to ARXivar, ensuring the completion of the process.

Finally, two dedicated dashboards were created to monitor documents signed with SES and AES. For both types, it is possible to view the document status: to be sent, signed, or not signed. This enables immediate and centralized control over the progress of approval processes.

The introduction of the approval process digitalization solution transformed a manual and fragmented workflow into a fully automated and end-to-end traceable process.

For SES, the system automatically applies a stamp to the PDF document, eliminating the manual workflow of printing, physically stamping, scanning, and re-sending the document via email.

For AES, the signer can apply the signature directly from the portal using OTP, without the need for a smart card. This has made the process simpler, faster, and more accessible even for users outside the organization.

In particular, the main benefits achieved were:

• significant reduction in document approval and signing times;
• full traceability of the document lifecycle;
• precise control over document status;
• elimination of manual and repetitive tasks;
• reduced use of paper and email communications;
• centralized and secure management of signed documents.

The client thus achieved a more efficient, faster, and compliant process, significantly improving internal operations.