Author
Annick Leblanc
Google Workspace Specialist
Say goodbye to costly third-party applications! Google Workspace now offers a free electronic signature feature for users with a Business Standard, Plus, Enterprise Starter, Standard and Plus, Enterprise Essentials and Enterprise Essentials Plus, and Education Plus licenses.
Tip: This built-in feature eliminates the need for external tools, saving you time and money.
Source: https://workspace.google.com/intl/en_ca/resources/esignature/
Why Use Electronic Signatures?
An electronic signature (or e-signature) tool is a software that allows you to digitally sign documents, replacing the traditional handwritten signature. It offers significant advantages in terms of speed, security, and ease of use. Many businesses choose to pay licensing fees for third-party tools to fulfill this requirement.
Google Workspace: The Complete Solution for Digital Signatures
Good news! Google Workspace’s new feature offers everything you need for digital document signing:
- 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.
Please note that the usage of this feature is subject to certain terms and conditions.
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 : This feature is still in beta and may not be available to all users.
Add up to 10 signatories and clearly identify the fields to be filled
You can add up to 10 signatories and assign a label to each to identify them within the document, making it easy to locate the fields that have to be filled.
Generate a PDF file from the document
When signatories are added, a PDF file is generated from the document and shared with the users in read-only mode. This file will be stored in the My Drive section in Google Drive.
Lock the PDF file to prevent any modifications before signing
After you click Request a Signature, the PDF file is locked to prevent any modifications before the signatories respond to the electronic signature request.
Track the status of signature requests in the right sidebar
You can track the status of a signature request for a specific file by viewing it in the right sidebar.
Fill in the required fields as a signatory
Signatories will be able to complete the fields assigned to them. If multiple signatories are involved, they can view the other fields but will not be able to edit fields assigned to others.
When a signatory has completed all required fields, they must accept the terms of service to finalize the process.
Monitoring Electronic Signature Activities
Google Workspace makes it easy to track the progress of your signature requests:
Email notifications:
Receive updates at every step of the process, from sending the request to completing signature.
PDF with activity history:
A PDF detailing the signature activities is attached to each notification email.
Upcoming Features: Make Your Voice Heard!
While the Google Workspace electronic signature tool is already highly effective, new features are in development. We encourage all Google Workspace users to share their ideas and feature requests to help improve the collaborative tools. You can submit your suggestions and gather votes via the Google Workspace Feature Ideas group: https://www.googlecloudcommunity.com/gc/Feature-Ideas/gh-p/workspace-ideas-group
Additionally, feel free to vote for the request I already created! It includes a suggestion to add a feature for creating a “Signed Documents” folder in Google Drive, making it easier to organize all electronically signed documents.
Join us today to vote and influence the next features!
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