Electronic signature service
In order to work in a modern, digital and location-independent way, we need to be able to sign documents electronically. Signing documents electronically will minimise paper handling, save processing time and facilitate the daily work of managers and employees.
Use this instruction to understand how to sign your documents.
How to do?
To sign your document, a signature service is used, which you can find in the "Digital tools" tab.
Click on e-signature and you will access the tool where you can upload your document or go to EduSign. Click on the blue bar to sign in using you KI-ID.
You can upload any type of pdf.
Once you have logged in with your KI-ID, you can upload your document. Click "Bläddra", locate your document and click "Ladda upp". When the document is uploaded you will be able to see your document. Click "Skriv under" to make a digital signature.
When you click on skriv under, a box will open where you will be asked if you want to electronically identify yourself and sign the document
When you click "Jag skriver under", you will confirm your signature with your KI-ID and password. When the document is signed, you will see the document on the screen. Click on "Hämta underskrivet dokument" to download your signed document and save to your computer.
The electronic signature can be found on a follow-up page on your signed document.
When the document has been signed digitally, it has achieved a legal status which makes it legally binding. There are two factors that affect the authenticity of the signed document. The first is whether the signer's identity can be verified and when digitally stored it can be identified to a person. The second factor that is important is that the document is kept intact after it is signed and thus not modified or manipulated.
If the document is printed, it is more difficult to prove that the signature is genuine. The document is still valid, but if anyone questions the validity of the document, the question of evidence becomes more difficult to handle. Therefore, the recommendation is to always digitally store the documents.
What kind of documents?
It is possible to upload XML or PDF documents for signature. Documents must not be larger than 5 MB.
If the signatory does not have KIID?
In the first solution for digital signatures we now have, you can only sign documents with their KI-ID, eduID. It is however free for anyone who wants to create an eduID at https://eduid.se/. If you do not have eduID, you must print the document and sign it on paper.
How does the signature service work technically?
The signature service is an e-service provided by Sunet that uses a credentialing service (IdP) for login and signing. Upon authentication, the e-service sends the user to an IdP with an authentication request. Upon completion of authentication, the user returns to the e-service with a certificate of authentication response. The signature service follows DIGG's (Digital Agency) recommendations and uses personalized unique (at any time) certificates instead of organizational certificates, which many other services uses.
There is a signature service from Adobe where you create a password that is used for signatures. It is not a secure solution as there are no personal certificates, which means that it is not possible to validate who made the signature. Adobe should not be used for signatures at KI.
Other e-signatures should not be used at KI, only eduSign.
If using Internet Explorer, pop up must be allowed, otherwise the signing box will not pop up. The recommendation is to use Google Chrome as a browser.
Error message in Adobe
In adobe it may say that one or more signatures are not approved. That is not true, it's approved and valid signatures. Adobe is requesting a validation. The validation service is not complete but is under development. It is also being worked on at a
state level with a national validation. But all signatures are valid even before a validation is done. Validation is done to prove who made the signature.