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In a world where business never stops, waiting, printing contracts, and manual scanning have become serious obstacles to productivity. An electronic signature is no longer a luxury for large corporations, but a standard for anyone who wants to operate faster, more securely, and more modernly.
But what exactly is it, and how does the process work in practice? Let’s break it down.
What is an Electronic Signature?
An electronic signature is a digital confirmation of your intent and identity on a document (PDF). It is important to know that not all electronic signatures are the same. According to the European eIDAS regulation, there are two levels you will most frequently use in our system:
QES (Qualified Electronic Signature): A qualified signature that is legally fully equivalent to a handwritten signature certified by a notary public. This is the highest level of security.
SES (Simple Electronic Signature): A simple signature for everyday internal approvals and requests. It does not require prior identification via a certificate.
Electronic vs. Digital Signature: What’s the difference?
Although these terms are often used interchangeably, the difference is crucial. Electronic signature is a broader legal term (e.g., an image of your signature), while digital signature is the technology (cryptography) that “locks” that signature. A digital signature guarantees that no one can change even a single comma in the document after it is signed without it becoming visible.
How to get an Electronic Signature?
Many users think digital signing is complicated. The process depends on whether you already possess a digital identity or need to create one.
Step 1: Do you have a digital certificate? (For QES only)
To use a QES signature, the system must be 100% certain of your identity via a digital certificate.
- If you already have a certificate: If you created your digital identity earlier through an authorized Trust Service Provider (TSP), you don’t need to go through the process again. You are ready to sign!
- If you don’t have a certificate: Visit our web application identhub.vizibit.eu. There, you can perform identification via one of the TSPs:
In Croatia, the most common choices are:
- Certilia or Fina (Remote certificates): Ideal if you want to do everything quickly via mobile or computer without extra hardware.
- Fina (USB stick): A classic option if you prefer to have the certificate physically stored on a device.
Kroz naš IdentHub, proces je maksimalno pojednostavljen kako biste u svega nekoliko koraka bili spremni za digitalno potpisivanje.
2. Korak: Potpisivanje
Important note for QES signatures:
When signing with QES in SignFlows, the system will ask you to select a TSP. It is crucial to select the exact TSP where your certificate was issued (e.g., Swisscom, A-Trust, FINA, Certilia, FINA USB stick, ID card). Confirm the signature via mobile phone or PIN, and your contract is legally concluded.
Once your identity is ready (or if you are using a simple SES signature), switch to our SignFlows application: https://flows.vizibit.eu/
- Upload the document: Select the PDF from your local computer.
- Self-signing or Workflow: Choose whether only you will sign or if you want to create a complex process for multiple participants.
- Advanced Workflow features:
- Role and Language Assignment: Assign specific roles and interface languages to each participant.
- Drag & Drop Ordering: Determine the signing sequence simply by dragging participants.
- Signature Pre-positioning: Precisely define where the signature should appear on the page.
- Status Tracking and Reminders: See who has signed in real-time; the system sends automatic reminders to those who are late.
- Delivery and Sharing: Documents don’t always need to be signed; you can also use the system just to deliver or share a document for review.
Conclusion
SignFlows is not just a signing tool; it is a powerful system that tracks your process from start to finish. All signed documents remain securely stored in your digital archive (DMS), encrypted and ready for use.
Digitalize your business with confidence. Visit identhub.vizibit.eu to secure your digital identity or start creating your first workflow at flows.vizibit.eu !
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