Leadtek Adopts DottedSign to Enhance External Digital Transformation

In response to the trend of global digitization, companies in the more traditional industries such as manufacturing have started to implement measures to encourage paperless initiatives and prioritize corporate sustainability development policies. However, during the planning or execution of digital transformation, enterprises often encounter internal and external obstacles, leading to unsuccessful implementation or low usage rates that fall short of expectations. Therefore, selecting suitable tools and gaining internal support are key factors for successful advancement of such new policies.

The DottedSign team invited Mr. Lo, Deputy Manager of Leadtek Technology‘s Warehouse Management, to discuss how Leadtek is advancing internal digitization and how adopting DottedSign’s eSignature service aids in cost-saving and continuously promoting the company’s energy-saving and carbon reduction plans.

Summary

Challenges we were faced with before implementing DottedSign	1. Paper-based signatures need to be physically transferred back to the headquarters. Signing at each level takes time, and it is difficult to track the progress of document signing. 2. Filing documents after signing takes up time and space.
Effects of adopting DottedSign	1. The use of eSignatures in the warehousing department shortens some time for each shipment, and also relatively saves the total man-hour cost. 2. Switching to eSignature saves about 30% of paper usage. 3. Shipping operation time shortened by 10%.
Main documents digitized with DottedSign	1. Warehouse shipping orders 2. Using DottedSign SaaS version

Paper-based Sign-off is Time-Consuming and a Waste of Resources

Q: Before the introduction of DottedSign, how did the warehouse deal with signing processes and were there any challenges?

A: Before adopting DottedSign, we used paper-based signing processes. Because the company’s headquarters and factory (where the warehouse is located) are in different locations, the process of delivering approval documents between different locations was time-consuming and relied on manpower to track the approval progress. It was almost impossible to know the approval status in real time, and it was also troublesome to file and search for the signed documents afterwards.

Q: What was the reason for introducing DottedSign? Have you evaluated or used other eSignature products before the adoption of DottedSign?

A: The company has been continuously improving the digitization of processes. It has already digitized many of its signing processes by introducing DottedSign, which represents a further step in this ongoing digitization journey. During the initial evaluation, the main considerations were price and compliance with relevant laws and regulations. The prices of other eSignature services were too high to begin with. Among Taiwanese service providers, DottedSign met our needs, as every step was recorded and the process was very complete. That is why DottedSign was our first choice.

After adopting DottedSign, when it comes to our internal forms, we only need to set up the signing workflow and permissions. Then the signers need to agree by clicking the approval options (by ticking the checkboxes) and eSign to complete. For external parties, the signers only need to eSign. It took us about one month to try out the workflow on DottedSign and finalize everything. Since DottedSign provided all the functionalities that we needed, we decided to go ahead and start using it.

Q: We understand that DottedSign is currently used by Leadtek’s warehouse department. Does the headquarters use it as well? Additionally, it seems that there is an overlap of paper and digital processes; does this overlap cause conflicts or inconvenience?

A: Currently, only the warehouse and factory side uses DottedSign. The benefit is that signed documents can be automatically categorized and archived, making them easier to search. Our sales department has also inquired about DottedSign because the salespeople handle many documents requiring signatures, which causes significant paper waste from copying and printing. Although the headquarters still relies on paper-based signatures, there is no conflict as the warehouse, factory and headquarters handle different types of documents.

Introduce Legally Compliant eSignature Services to Achieve the Goals of Digital Transformation

Q: What results have been achieved since implementing DottedSign and Leadtek’s internal digital systems?

A: With the support from Leadtek’s management, our internal digital system has been implemented for many years. Cross-department communication is very important as each process involves different units and has different levels of complexity. DottedSign is currently being used in our company in the back-end, where the process is relatively simple and its advantages are indeed clearly observed.

Now electronic processing saves us 96% of the time. Unlike in the past, where a document was passed through layers of approval; the process was very lengthy, and sometimes the document was even lost.

Q: Would you recommend DottedSign to others?

A: Yes, we mention that we have introduced eSignature to our external partners. Promoting eSignature can be challenging, so we are very pleased to see the consulting companies and manufacturers we collaborate with recognizing the use of eSignature as a progressive advancement. In the past, we used various documents, applied typesetting before printing, tracked different approval levels for different processes, and followed other complicated and trivial matters manually. Now with eSignature, we are able to run the entire process within one system, which is much more convenient.

Q: Can you share your experience working with the DottedSign team?

A: It has been a pleasant experience working with the DottedSign team. The sales representatives are very responsive and solve issues quickly. Because there are so many departments in the company, the use of electronic documents not only saves costs, but also contributes to promoting environmental, social, and governance (ESG) initiatives. Moreover, all the traces of usage are recorded so it is very safe. We think overall it is worthwhile to digitize.

DottedSign, the Key to Improving Your Company’s Digital Transformation

When promoting digital transformation within a company, choosing an eSignature tool that meets the needs will be one of the most important considerations. While Leadtek develops its own workflow technology, the company also seeks external eSignature solutions to accommodate various document formats and use cases. Among all the eSignature service providers, the one that fits LeadTek’s situation is DottedSign. The compliance and ease of use of DottedSign, as well as the assistance of the DottedSign team, have become an important piece of the digital puzzle for Leadtek, and the best partner to continue to support their digital transformation journey.

Your Business Growth Starts Here with DottedSign. Contact us today to begin your digital transformation journey!