Electronic signatures confirm that a digital document is authentic. To achieve this, data is added to the document that proves three properties:
Authenticity: the document is genuine.
Integrity: the content has not been altered.
Origin: the person who created the document can be identified.
The requirements for encryption, authentication, and the signature certificate depend on the security level of the signature.
For a detailed overview of security levels and signature methods, see the White Paper Electronic Signatures.
Security levels of electronic signatures
DocuWare supports electronic signatures at different security levels. A simple electronic signature is, for example, a DocuWare stamp with a signature applied to a document.
The higher levels, the advanced signature (AES) and the qualified signature (QES), are also called digital signatures because they rely on an encryption method.
With a qualified electronic signature, the additional data is generated by hardware security modules (HSM) in a particularly secure technical environment. In some regions, such as the EU, a further criterion applies. The digital certificate, which is the authenticated proof of the signer's identity, must be issued by a body specifically authorized and qualified for this purpose.
To provide the infrastructure for the advanced and qualified levels, DocuWare works with external signature service providers such as Validated ID or DocuSign. These providers offer several authentication options and signature features, including multiple signatures and biometric signatures.
DocuWare Signature Service: interface and configuration
The DocuWare Signature Service is the interface to the external providers Validated ID and DocuSign. It is a web service integrated into workflow activities. It transmits documents that are in a DocuWare workflow to an external provider. The provider verifies and confirms the signer's identity, then returns the signed document and the signature certificate to DocuWare.
Integration into the workflow is usually handled by the Authorized DocuWare Partner (ADP) for their customers, or by DocuWare Professional Services for direct customers. The following configuration guides are therefore aimed at specialists who configure DocuWare systems.
Configuration guides for workflows
Preconfigured solution for electronic signatures
In the preconfigured solution DocuWare for Electronic Signature, the workflows and supporting components, including file cabinets, are already set up for electronic signing. Documents can be handed to external providers, customers, or partners for signing with no further configuration. The solution is available for DocuWare systems from version 7.4 onward.