Intention
Implement E-signature feature natively in the Egnyte platform to become more and more embedded in the customer’s business processes. We want Egnyte to be more than just a file server - something that is used for true collaboration and solving business problems.
Payroll manager
I manage agreement documents for hiring process.
I want to minimize the effort needed to manage all agreement documents send for E-signatures.
Use case
My team uses e-signature templates to send documents to new hires for legally binding digital signatures.
I use Egnyte Cloud storage to minimize the time needed to track participants and make necessary changes to e-signature requests. However, I need to replace the agreement document in the template because the company has updated their conditions, making the default agreement document invalid. I would like to retain the predefined fields for the 'New Hire' role while changing the document
KPIs
Increase stickiness of Egnyte.
Increase use of features like Workflow.
Fulfill customer requirements.
Increase sale of PDF annotations as add-ons.
What we achieved so far!
“ This has made my daily task smooth.”
“E-signature templates is needed.”
217 customers are using E-signature capability in last 6 months.
42.64% increase in usage of PDF annotations capability.
Process
Project Approach: The project was executed using the Agile Development process, emphasising adaptability, customer satisfaction, and continuous improvement.
Early Delivery Milestone: We achieved an early delivery milestone, demonstrating the E-signature feature's initial capabilities, providing all stakeholders an early look at the project’s progress.
Cross-Team Feedback: We actively sought feedback from various teams, including sales, competitive intelligence, product management, and others. This provided key insights aligning development with market realities and business needs.
Release: This collaborative approach drove ongoing development, leading to the successive releases of MVP versions 1.0 and 1.1 in the following months.
Refinement: The product's continuous refinement eventually led to the introduction of the highly desired E-signature templates.
Egnyte Sign
Lead Designer
Released in different phases
Spread across 4 quarters
The below chart displays how E-signature integrations (like Docusign, Adobe Sign, etc.) are used among Egnyte customers.
This chart is one of many data points we analyzed during our UX research.
I listed the patterns of their entry points, how users can create signature requests, the necessary actions while signing the document, and how users can manage requests.
A] Gathered data on Mixpanel app
UX research & insights
Designs phase
B] Customer feedback on NPS (Net Promoter Score)
C] Conducted competitive analysis and studied industry trends
D] User Personas
E] Customer journey mapping
F] Defining user/project requirements
A] Signature creation flow
B] Template creation flow
C] Store templates & track requests
D] Signing the document
What they like?
What they dislike?
Sales director
I use E-signatures almost daily to close deals easily.
I want to minimize the effort needed to create new e-signature requests.
I don’t want to stress about the signing process.
Use case
My prospect customer has just confirmed the deal. I create an E-signature request using a contract template. I use features like text fields to add the final numbers on the contract. All the participants are already added, I just need to assign signature field to the customer. I am reviewing closely all fields before the request will be sent.
The next day I found out that some of the participants still did not sign the document. I am sending reminders direct to those participants from the platform. With reminders and additional messages, I am asking if there is anything I can support them with.
To create a signature request for either a document or an envelope of multiple documents where it should be allowed to add various input fields such as signature, date, text, checkbox, dropdown, etc.
Create templates for sending signature request.
Save signatures for domain (Internal) users & external users which they might have created by typing, uploading or drawing.
Track sent requests and take actions on received requests on a dashboard.
Manage requests and templates, like edit, cancel, send reminders and decline requests.
Enhance security by enabling email or SMS code based authentication for external users.
Notify users through emails and notification centre on the Egnyte platform.
Integrate the E-signature feature with Workflows. For eg., users can add E-signature request as a task as part of workflow (Series of automated tasks)
Signature request could be send to internal or external users where they can be provided roles such as “Get a copy” or “Signer” or “Approver”. The documents can be signed in a sequential order or non-sequentially. Signing flow should be responsive (accessible on mobile, tab and web screen resolutions).
Provide the capability for administrators to assign permissions to specific users or groups using role settings. This will allow selected individuals to create signature requests and manage templates, enhancing the control over document and signature management.
Users select a document from Egnyte cloud storage and then start creation flow.
They can switch to “Template creation flow” from dropdown button.
Users can view the list of requests and templates on “Tasks” dashboard.
They can manage (Edit, cancel, deactivate, send reminders, etc.) from the dashboard.
They can also sign the document from the dashboard.
Internal users (who can log-in on Egnyte domain) or external users (outside of organisation with no log-in permissions) can create signature, use it and save it.
They can navigate to assigned fields and fill it.
They will be notified via email or Egnyte platform (Internal users only).
Note: It’s a clickable prototype. You will get some idea about the feature and how users perform tasks related to E-signature feature. Please understand that there might be some limitations in the prototype. If you would like to explore the released product, please try Egnyte application Start free trial
There are two ways in which users can create signature request.
Users select a document from Egnyte platform and then start creation flow.
They can select a template from ‘Tasks’ dashboard and create request using that template.
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Request stages
Create
Modify
Send
Track
Store
Description
Receives information that customer is ready to sign the contract.
Finds the contract document template in Egnyte Cloud.
Selects the document and clicks on ‘Send via...’ (Integrations like Docusign, etc.) in the context menu.
Realises that document is outdated.
Goes back to Egnyte Cloud. Uploads revised document.
Starts the process again in another app integration like Docusign, etc.
Review all added fields and participants.
Sets up the reminder frequency and expiration date for the signature request.
Checks the current status of the request in the list of signature requests.
Discovers that one of the participants hasn’t signed the document yet. Sends a reminder email to this participant.
Downloads the final signed document from the E-signature app integration and then saves it on Egnyte Cloud.
NEGATIVE
NEUTRAL
POSITIVE
Great, let’s close the deal!
“Oh! This is so much time consuming.
Why the contract is still not signed by all participants ?
I hope that I didn't make any mistake
It’s good that I downloaded the document.
Opportunities
Provide an option to save predefined fields even when user is changing the document (template).
Provide an easy search and review option for all added fields on the document.
Provide an option to send automated reminders to selected participants only.
Manage the current status of the request.
Event per customer / Top 11
2127
1658
1507
1039
691
465
456
416
356
313
288
In
90
Days,
549
Customers
created
18,847
E-Sign flows