Author
Annick Leblanc
Google Workspace Specialist
Forget the costs associated with third-party electronic signature applications! Google Workspace now offers this feature at no additional cost for the following plans: Business Standard and Plus, Enterprise Starter, Standard and Plus, Enterprise Essentials and Enterprise Essentials Plus, and Education Plus.
Source: https://workspace.google.com/intl/en_ca/resources/esignature/
Why Use Electronic Signatures?
An electronic signature (or e-signature) tool is software that allows you to digitally sign documents. It replaces the traditional handwritten signature and offers many advantages in terms of speed, security, and simplicity. Most businesses pay licensing fees for third-party tools to meet this need.
Google Workspace: The Integrated Solution for Your Electronic Signatures
Good news! Google Workspace now integrates an electronic signature feature that allows you to:
- Request and add legally compliant electronic signatures directly in Google Docs, Drive, and Gmail.
- Draft contracts and have Google Docs and PDF documents signed.
- Track the status of signatures and view the history of signed contracts. Note that the use of this feature is subject to certain conditions of use.
Note that the use of this feature is subject to certain terms and conditions of use.
How Does the Google Workspace Electronic Signature Tool Work?
Adding an Electronic Signature to a Google Docs or PDF File
If you meet the eligibility criteria for this feature, you can add an electronic signature from a Google Docs file, via the “Tools” tab.
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You can also add an electronic signature from a PDF file located in Google Drive, via the menu (⋮) .*
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*Note that this feature is still in beta, thus affecting its availability for some users.
Add up to 10 signatories and clearly identify the fields to be filled in
Add the signatories to your file. It is possible to add up to 10 signatories and assign them a label to identify them in the document in order to easily locate the fields to be filled in.
Generate a PDF file from the document
When signatories are added, a PDF file is generated from the document and shared with the signatories with read-only access. You can find this file in the My Drive section.
Lock the PDF file to prevent any modification before signing.
Once you have clicked on Request a signature, the PDF file is locked to prevent any modification before the signatories can respond to the electronic signature request.
Track the status of signature requests in the right sidebar.
It is also possible to view the status of a request for a specific file in the right sidebar.
Fill in the required fields as a signatory
The signatories of your documents will be able to fill in the requested information. In the case where several signatories must sign, they will be able to see the other fields, but will not be able to fill them in for the other signatories.
When a signatory has finished filling in all the required fields, they must accept the terms of use of the service.
Monitoring Electronic Signature Activities
Google Workspace allows you to easily track the status of your signature requests:
Email notifications: Receive notifications at each step of the process (sending the request, signature completed).
PDF with activity history: A PDF with the details of the signature activities is attached to each notification email.
Upcoming Features: Make Your Voice Heard!
Although the Google Workspace electronic signature tool is already very powerful, new features are to be developed. We take this opportunity to remind all Google Workspace users of the importance of sharing their ideas and feature requests in order to improve our collaborative work tools. You can submit your requests and collect votes via the Google Workspace Feature Ideas group: https://www.googlecloudcommunity.com/gc/Feature-Ideas/gh-p/workspace-ideas-group
Moreover, do not hesitate to go and vote for the request I already created! This one mentions, among other things, the addition of a feature to create a “Signed Documents” folder in Google Drive in order to better group all electronically signed documents.
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