EduSign enables university staff to replace their handwritten signature with an electronic alternative when a document needs to be signed. This means that the document does not need to be printed out and it facilitates processing when agreements need to be signed by several parties.
You can also use the service to authenticate a signed document, i.e., confirm that the signature is authentic and the document has not been altered after signing.
Please note that the introduction of eduSign at Umeå University is an ongoing process. This means it will take some time before it has been implemented at all of the University's departments and offices.
Before using eduSign
Using eduSign will simplify certain processes at the University. It will also entail changes to the process for the University's offices and departments, as new procedures are necessary for processing documents with electronic signatures. This is necessary to comply with the laws and regulations governing electronic signatures. For example, the University must make legal deposits of certain forms of electronic document.
Read more on the Legal deposits of electronic documents page (in Swedish)
Therefore, you must contact the relevant manager or head of department before you start using eduSign. This is to ensure that the office or department in question has procedures in place for processing documents with electronic signatures. Contact the relevant office before using an electronic signature on an internal form to find out if this is possible. There are certain factors that limit which documents can be signed with electronic signatures:
- There may be public authorities or organisations that do not authorise all forms of electronic signature. The office or department must find out whether it will be possible to start using eduSign with external parties.
- There are limitations to how eduSign can be used with external parties. A printout of a document with an electronic signature is considered to be a copy. Consequently, a document with both electronic and physical signatures cannot be considered an original.
- There may be technical or legal limitations that determine which forms can use electronic signatures.
Information about the procedures for each form will be published on Aurora and be distributed in the Chefsnytt newsletter for managers.
Examples of how you can use eduSign
You can use eduSign both for internal university documents and externally between organisations. Documents can only be signed by organisations with access to eduSign and that use SWAMID. Read more about SWAMID at the bottom of the page.
Examples of how you can use eduSign.
Internally at Umeå University
You can use an electronic signature to replace handwritten signatures on forms, decisions, minutes, etc.
Between higher education institutions with access to eduSign
If you work with a higher education institution that has access to eduSign, you can use the tool so all the institutions can sign a document. This may be a decision, minutes, contract or other agreements.
Sharing signed documents with higher education institutions and public authorities or organisations without eduSign
Organisations that do not have eduSign cannot sign the document. However, it is possible to send an electronically signed document to organisations that do not use eduSign and they can use the verification service to authenticate a document.
Example: an organisation needs a signed document from the University. If the organisation accepts documents that have been signed electronically, they can authenticate the signature via the SUNET eduSign service, even if they do not use the service themselves.
Log in and use eduSign
Use your Umu-id to log in to eduSign. Once the University has implemented multi-factor authentication, you will need this when logging in. Only employees of Umeå University can use eduSign.
Log in to eduSign
Authenticate documents in eduSign
Frequently asked questions about eduSign
Can students or affiliated members use eduSign?
No, only Umeå University staff with an Umu-id can use eduSign.
How do I use eduSign?
EduSign user instructions can be found on the University's Manual webpage: Electronic signature using eduSign
Can I use both physical and electronic signatures on the same document?
No. Printouts of an electronically signed document are considered to be copies.
Can I include several cases in one combined PDF and sign it?
No. We recommend that you sign each case individually. This is because each case needs to be registered and archived separately. It is not possible to divide up a document containing several cases once it has been signed, as any changes made to a document after it has been signed invalidate the signature.
Why does it say that the signature has not been authenticated and that the signatory's identity is unknown when I try to use Adobe Acrobat to authenticate a document signed with eduSign?
This message will appear because you cannot use Adobe Acrobat Reader to authenticate documents signed with eduSign. You can only authenticate the document by using the eduSign authentication service.
It says that my eduSign access is student@umu.se, but I am an employee. Why?
If you were a student at Umeå University and you are now an employee, you will have two types of access, however eduSign only displays one. This information is only displayed in the interface and is not saved in the signature. The supplier has been notified about the error.
What is SWAMID?
The service uses SWAMID for access. SWAMID is an identity federation run by SUNET. It covers several higher education institutions, research institutions and other public authorities linked to the Swedish research and education sector. SWAMID membership organisations have access to the service.
More about SWAMID, Sunet