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Digital signing

Did you know that you can use Smart-ID to sign documents and that digital signatures made with Smart-ID have the same legal validity as those written by hand? Digital signing with Smart-ID is easy and convenient.

Digital signing options

Online signing services:

You can use Smart-ID to sign documents with Dokobit, eDoks and the MARKsign signing portals.

Signing through an app:

If you’re an iPhone user, you can download the Dokobit app.

Using your computer:

DigiDoc4 software:
You can sign documents and check the validity of digital signatures using DigiDoc 4 Client software. Unfortunately, there are limitations affecting Latvian and Lithuanian personal codes so the use of DigiDoc4 is available in business mode only.

Microsoft Word Add-in:
You can sign documents directly in your Microsoft Word with the Dokobit add-in.

In-service signing:

Most online services that use Smart-ID for log-ins also use it to sign documents directly related to their service – i.e. to confirm transactions, changes to service agreements etc. You’re “digitally signing” every time you’ve asked to enter PIN2. So when your bank asks you to sign a loan agreement, it is quite possible you can do it online, via their online banking options and without having to download anything to your device. The same applies to other big service providers and state services.

Electronic signatures

Electronic signing means signing documents – transactions, confirmations, contracts, etc. in paperless format, using a digital identification. If the signature meets the highest level of standards set by eIDAS, it is called a ‘digital signature’ and is legally equally as binding as a handwritten one.

Smart-ID app was certified as a Qualified Signature Creation Device (QSCD) on November 8th, 2018, meaning that signatures made with Smart-ID (excludes Smart-ID Basic!) are accepted throughout the European Union and that they have the same legal validity as handwritten signatures.

Levels of electronic signatures

There are four levels of e-signatures being differentiated according to eIDAS:

Other electronic signatures – all other electronic signatures that do not meet valid standards.

AdES (Advanced Electronic Signature). The signature meets the technological requirements, but the backgrounds of the certificate holder or the issuer of the certificate may be unknown.

Smart-ID Basic

AdES/QC (Advanced Electronic Signature with a Qualified Certificate). The backgrounds have been checked both of the owner of the signature and the issuer of the certificate.

QES (Qualified Electronic Signature). The highest level of e-signatures, equal to handwritten signatures. The backgrounds have been checked both of the owner of the signature and the issuer of the certificate and the signature has been given by approved means (qualified signature creation device).

Smart-ID

Signed document formats:

Please note that electronically signed documents may come in different formats and that not all are universally supported. If you have the choice, we recommend you to use ASICE file format – it’s the standard for all European Union countries (your signed documents will look like this: filename.asice). Another great file format is PDF, which is available through Dokobit, eDoks and MARKsign.

How to check if a document is signed by someone?

DigiDoc4 Client software will let you view all signatures – and it will also alert you if some of the signatures do not meet the highest legal requirements (and might not be valid in court). NB. You do not need to log in to view the signatures in DigiDoc 4.

Dokobit and eDoks solutions also enable you to view signatures on a document: pay attention to the signature levels, especially if you’re dealing with international documentation (each signature should have the QES level to be considered a ‘digital signatures’).

Are you ready for signing?

Signing is NOT available for Smart-ID Basic level accounts (registered via banklinks). If you are using Smart-ID Basic, you need to update your Smart-ID account before you can digitally sign documents.

How to check your account level:

  1. Open Smart-ID app menu
  2. Click on “User info”
  3. Does it say…:
    … Smart-ID Qualified Electronic Signature? You’re ready!
    … anything else? You need to upgrade your account.

How to sign with Smart-ID?

  1. Choose the signing service you want to use
  2. Upload the file
  3. Click on the button “sign with Smart-ID”
  4. Your Smart-ID app will alert you
  5. Compare the control code from the signing portal/app with a code displayed on the Smart-ID app
  6. If the codes match, enter your Smart-ID PIN2 to sign
  7. Download the signed file into your device and use/forward as needed.