Signature Workflows

Process Goal

The signature process for important documents—such as purchase agreements, supplier contracts, or annual financial statements—ensures that all relevant documents are signed in a structured, traceable, and compliant manner. Through automation, delays can be reduced and compliance guidelines can be efficiently adhered to. Signed documents can then be directly forwarded to and systematically stored in an existing document management system (DMS).

Improvement with FireStart

Reduction of processing time by up to 50%
Increased transparency through digital status tracking
Improved compliance through audit-proof documentation
Automated and error-free storage of signed documents

Reduction of processing time by up to 50%
Increased transparency through digital status tracking
Improved compliance through audit-proof documentation
Automated and error-free storage of signed documents

Reduction of processing time by up to 50%
Increased transparency through digital status tracking
Improved compliance through audit-proof documentation
Automated and error-free storage of signed documents

Document Creation and Submission
- The document is digitally created by the relevant department or responsible employee
- It is uploaded into a document management system (DMS) or workflow tool
- Automatic capture of relevant metadata (document type, creator, department)
Automatic Content Validation
- AI-supported verification of data completeness and accuracy
- Matching against company policies (e.g., budget guidelines, contract templates)
- In case of errors, automated feedback is sent to the creator
Forwarding to Responsible Departments
- The system automatically assigns the appropriate reviewers or supervisors
- If multiple approval levels are required, the workflow escalates accordingly
- Digital signatures across hierarchy levels can occur in parallel or sequentially
Electronic Signature by Executive Management
- After departmental approval, final signature is provided by executive management
- Electronic signature via tools such as DocuSign, Sproof, or other internal signature platforms
- Automatic notification upon completed signature
Archiving and Tracking
- The signed document is automatically forwarded to and stored in an existing document management system (DMS), such as Microsoft SharePoint, IBM Filenet, Hyland OnBase, or Dropbox
- A digital audit trail is created for traceability
- Automatic reminders for documents requiring re-signature, e.g., for annual renewals

Document Creation and Submission
- The document is digitally created by the relevant department or responsible employee
- It is uploaded into a document management system (DMS) or workflow tool
- Automatic capture of relevant metadata (document type, creator, department)
Automatic Content Validation
- AI-supported verification of data completeness and accuracy
- Matching against company policies (e.g., budget guidelines, contract templates)
- In case of errors, automated feedback is sent to the creator
Forwarding to Responsible Departments
- The system automatically assigns the appropriate reviewers or supervisors
- If multiple approval levels are required, the workflow escalates accordingly
- Digital signatures across hierarchy levels can occur in parallel or sequentially
Electronic Signature by Executive Management
- After departmental approval, final signature is provided by executive management
- Electronic signature via tools such as DocuSign, Sproof, or other internal signature platforms
- Automatic notification upon completed signature
Archiving and Tracking
- The signed document is automatically forwarded to and stored in an existing document management system (DMS), such as Microsoft SharePoint, IBM Filenet, Hyland OnBase, or Dropbox
- A digital audit trail is created for traceability
- Automatic reminders for documents requiring re-signature, e.g., for annual renewals

Document Creation and Submission
- The document is digitally created by the relevant department or responsible employee
- It is uploaded into a document management system (DMS) or workflow tool
- Automatic capture of relevant metadata (document type, creator, department)
Automatic Content Validation
- AI-supported verification of data completeness and accuracy
- Matching against company policies (e.g., budget guidelines, contract templates)
- In case of errors, automated feedback is sent to the creator
Forwarding to Responsible Departments
- The system automatically assigns the appropriate reviewers or supervisors
- If multiple approval levels are required, the workflow escalates accordingly
- Digital signatures across hierarchy levels can occur in parallel or sequentially
Electronic Signature by Executive Management
- After departmental approval, final signature is provided by executive management
- Electronic signature via tools such as DocuSign, Sproof, or other internal signature platforms
- Automatic notification upon completed signature
Archiving and Tracking
- The signed document is automatically forwarded to and stored in an existing document management system (DMS), such as Microsoft SharePoint, IBM Filenet, Hyland OnBase, or Dropbox
- A digital audit trail is created for traceability
- Automatic reminders for documents requiring re-signature, e.g., for annual renewals