easysquare signature process

In addition to conventional processing of correspondence, by which letters of all kinds are created in SAP^® using OpenPromos^® Corporate Correspondence (OPCC) to be subsequently printed and manually signed, the integration of an approval process enables even more digital correspondence processes in OPCC. This allows companies to predefine which kind of signature policy is to be followed for all types of correspondence. At the same time, signatures can be extracted from the correspondence and collected digitally.

A new button has been added to OPCC for initiating the approval process. Once the agent has finalised the text and selected a business partner, an approval process can be started in easysquare workflow at the press of a button. Pop-up windows ensure that certain required fields are completed, such as selection of a contact person, the employee approving the text or setting return dates.

In the easysquare workflow process controlling tool, the signature process is initiated and instantly appears in the responsible employee’s global work basket as a task to be completed. The correspondence stays visible in PDF form at all times in the split-screen, letting the agent effortlessly review and approval documents. Should a rejection be necessary, the reasons for this can be given in a separate window before the task is sent back to the process initiator.

Once an approval is confirmed, the previously set placeholders are replaced by scanned signatures, and the correspondence can be printed or sent by email. Only the final PDF is archived, and obsolete SAP® archives are deleted.

• Categories: Correspondence in OPCC can be categorised into four templates:
  

1. Printing and manual signature
   
2. Printing and manual signature or approval process and printing scanned signature
   
3. Only approval process and printing scanned signature
   
4. Printing scanned signature
   

• Special case 4: If the approval for a correspondence is already available from another company process, the signature process appears in easysquare workflow as a child process. In this special case, the scanned signatures are simply added to the template
  
• Agent finding: The easysquare signature process supports adherence to the dual control principle, ensuring that the relevant documents are always signed by two people. The signature pop-up is decisive for controlling agent finding and differentiates between the main and secondary signatories. Thanks to the automatic arrangement which specifies in the easysquare workflow those who are deputising, processes always reach the right contact person even in cases of absences.