E-Signatures BRD (Basic Flow)

Introduction Purpose: Define business requirements for Signature, enabling electronic document signing. Scope: Standalone application for sending one document at a time for e-signature. Stakeholders: Business Users, End Customers, Legal & Compliance Teams, Development & Product Teams.

2. Business Objectives

  • Streamline the Document Signing Process: Reduce the time and effort needed for users to send, sign, and manage documents electronically.

  • Enhance Compliance & Security: Ensure that the system complies with industry e-signature regulations such as ESIGN and eIDAS while providing secure document storage and transmission.

  • Improve User Experience: Offer an intuitive interface with easy navigation for CPAs and taxpayers, ensuring a seamless workflow from document upload to final signing.

  • Increase Efficiency for CPAs & Businesses: Provide tools like draft pages, delivered reports, and automated reminders to reduce manual effort and improve tracking.

  • Facilitate Audit & Reporting: Maintain a complete audit trail and generate compliance reports for regulatory and business requirements.

  • Enable Future Scalability: Design the system with a flexible architecture that allows for integrations with third-party services, cloud storage, and potential SSO implementation.

3. Key Features & Requirements

Feature 1: User Management

  • Secure email/password authentication.

  • Role-based access control to manage permissions effectively.

  • User profile management, including settings for notifications and preferences.

  • Ability to reset passwords and manage account security.

Feature 2: Document Handling

  • Support for multiple file formats, including PDF, DOCX, and images.

  • Document preview functionality to review before sending.

  • Option to add multiple signature fields, initials, checkboxes, and text fields.

  • Secure document repository for managing sent and received documents.

Feature 3: Signature Workflow

  • Ability to send documents to one recipient at a time for electronic signature.

  • Flexible signing options, including click-to-sign, drawn signatures, and image uploads.

  • Configurable signing order for multi-recipient workflows (if needed in the future).

  • Document expiration settings to enforce timely signatures.

  • Automated reminders and notifications to ensure completion.

Feature 4: Security & Compliance

  • Complete audit trail to track signature history and modifications.

  • Compliance with global e-signature standards such as ESIGN and eIDAS.

  • End-to-end encryption for secure document transmission and storage.

  • Access controls to ensure only authorized users can view and sign documents.

Feature 5: Notifications & Alerts

  • Email notifications for document sent, viewed, signed, and completed.

  • Automatic reminders for pending signature requests.

  • Configurable notification settings to reduce unnecessary alerts.

Feature 6: Dashboard & Reporting

  • Centralized dashboard displaying document status (pending, signed, expired, etc.).

  • Ability to filter and search for documents by status, sender, or date.

  • Downloadable reports and audit logs for compliance tracking.

Feature 7: Delivered Report Page

  • A dedicated page displaying all sent documents and their status (delivered, partially signed, e-signed, or declined).

  • Display of sent date, taxpayer email ID, and signature progress.

  • Ability to resend documents or update recipient details, including email ID.

  • Option to regenerate taxpayer access codes for secure document login.

Feature 8: Draft Pages

  • Users (such as CPAs) can save drafts and resume document preparation at a later time.

  • Auto-save functionality to prevent data loss.

  • Ability to modify the document before sending it to the taxpayer.

Note: The flow below is a representation, not an exact depiction of the product flow.

Feature 9: CPA Workflow

  1. CPA logs into the system and uploads the document.

  2. The document is saved as a draft if the process is not completed immediately.

  3. CPA reviews and adds necessary fields such as signature and initials.

  4. CPA sends the document to the taxpayer and monitors status updates from the Delivered Report Page.

  5. If the taxpayer does not sign, the CPA can resend the document or update the email ID.

Feature 10: Taxpayer View & Access Management

  • Taxpayer receives an email with access credentials to review and sign documents.

  • Secure authentication to prevent unauthorized access.

  • Ability to regenerate access codes if the taxpayer loses login details.

  • Taxpayer can track document status and download completed forms.

Feature 11: Integrations & API

  • Export signed documents to cloud storage services such as Google Drive and OneDrive.

  • API access for integrating with third-party applications such as CRM and ERP systems.

  • Webhooks for real-time status updates and automation.

Feature 12: Additional Functionalities

  • Drag-and-drop functionality for placing signature fields within documents.

  • Multi-factor authentication (MFA) for added security.

  • Offline signing capability for users with limited internet access.

  • Mobile-friendly interface to allow signing from smartphones and tablets.

Workflow:

  1. CPA logs in and uploads a document.

  2. Adds required signature fields and selects recipients.

  3. Defines signing order (if applicable) and sends the document.

  4. Recipient receives an email notification and signs electronically.

  5. System sends confirmation and stores the signed document securely.

  6. User can track document status and download the final version.

  7. CPAs can save drafts and continue editing before sending.

  8. Delivered report page allows tracking of all sent documents with status and recipient details.

  9. Taxpayer receives access credentials and can regenerate access codes if needed.

Limitations:

  • No bulk sending (handled by Mail Merge), no Single Sign-On (SSO) currently.

4. Assumptions & Constraints

  • Internet required, supported file formats only, valid email necessary.

5. Success Metrics

  • Faster document signing, increased adoption, high user satisfaction.

6. Future Considerations

  • SSO integration, AI-based signature verification, mobile app.

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