How to apply the official electronic signature to a document?
The official electronic signature is the digital signature on official documents like school reports. The official electronic signature shows the authority from which the document comes and ensures that the document can be verified.
- Upload a document
- Apply the official signature
- Download officially signed documents
- Revoke an officially signed document
- Access log of a document
- Video tutorials (German)
If the feature Official signature is enabled, principals and authorized staff can apply the official electronic signature to a document in the education portal. All teachers can upload documents where the official electronic signature should be applied.
Upload a document
To upload a document where the official signature should be applied, click the Create document option in the Officially signed documents & deliveries widget on the dashboard.
Select a template depending on where you would like to add the signature.
- Default document I: Signature is added at the top of a new page (distance 2.5 cm)
- Default document II: Signature is added at the bottom of the last page (distance 1.5 cm)
- Automatic detection: Uploaded documents are automatically assigned to users' personal archives based on document profiles.
Click Continue.
Automatic detection
Uploaded documents are automatically assigned to users' personal archives based on document profiles.
Document profiles
The following Document profiles are available:
- Sokrates annual school report
- automatic matching to pupils using their Sokrates ID
Default availability period: 60 years - Sokrates semester school report
- automatic matching to pupils using their Sokrates ID or their name
Default availability period: 60 years - Sokrates attachment to the semester school report
- automatic matching to pupils using their name
Default availability period: 60 years - Sokrates semester grade information
- automatic matching to pupils using their Sokrates ID or their name
Default availability period: 3 years - Sokrates report on scientific paper
- automatic matching to pupils using their name
Default availability period: 60 years - Sokrates school leaving and diploma certificate
- automatic matching to pupils using their Sokrates ID
Default availability period: 60 years - Sokrates letter of academic concern
- automatic matching to pupils using their name
Default availability period: 1 year - Sokrates certificate of school achievement
- automatic matching to pupils using their name
Default availability period: 1 year - Verification of enrollment
- Use the template
automatic matching to pupils using their name
Default availability period: 1 year - Registration confirmation
- Use the template
automatic matching to pupils using their name
Default availability period: 1 year - Deregistration confirmation
- Use the template
automatic matching to pupils using their name
Default availability period: 1 year
If you have other default documents that are not specific to your school, you can request the document to be added to the list. Please contact Support Contact providing a sample document.
It is also possible to upload one document containig several documents for different recipients. Activate the Split document checkbox at the top to create a separate document for each recipient, to be placed in the corresponding personal archive. Upload the document and select the Split mode. The following options are available:
- Every x pages
- enter the number of pages where the document should be split e. g. 1 if one document should be created for each page
- After pages with the following text
- enter the text of the bottom of each page where the document should be split
- Before pages with the following text
- enter the text of the top of each page where the document should be split
- Manual selection of page breaks
- you can insert manual page breaks in the overview of the following step
Click Continue and check if the document has been split correctly or insert the page breaks manually if you selected the corresponding option. Click Continue.
Check if the documents have been correctly matched to the corresponding pupil. Use the search box below the match if no match could be found or if a document has been incorrectly matched. Click Continue
A summary of all documents ready to be signed is displayed. Enter a short Description of the type of document. Select a Publish date, the date and time when the official signature of the document is available for verification or the document is available in the personal archive. The publish date cannot be in the past. Select the Availability period. This indicates how long the document will be available for download. After this period, the document will be deleted. Principals and authorized employees who signed in to the education portal using their ID Austria can check the option I confirm the data and would like to sign the documents immediately. If the document is uploaded by a teacher, the principal will be notified that a new document is waiting to be signed. Click Complete to complete the process.
Default document I and II
Decide if you want the document to be placed in the personal archive of the selected pupils. If you just want to sign the document without placing it in the personal archive, select the option Apply the official signature without linking the document to a recipient. To sign the document and make it available in the personal archive of the pupil, select the option Apply the official signature and place the document in the personal archive of the selected user(s). If this option is selected, you also have to select the corresponding pupil(s).
Click Continue.
If the Apply the official signature and place the document in the personal archive of the selected user(s). option has been selected, an upload field for each selected user is provided. If the same document should be linked to several users, check the Bulk delivery (one document to all selected recipients) option to merge all upload fields. Upload the document(s) and click Continue. Please note that only PDF documents can be uploaded.
A summary of all documents ready to be signed is displayed. Enter a short Description of the type of document. Select a Publish date, the date and time when the official signature of the document is available for verification or the document is available in the personal archive. The publish date cannot be in the past. Select the Availability period. This indicates how long the document will be available for download. After this period, the document will be deleted. Principals and authorized employees who signed in to the education portal using their ID Austria can check the option I confirm the data and would like to sign the documents immediately. If the document is uploaded by a teacher, the principal will be notified that a new document is waiting to be signed. Click Complete to complete the process.
Apply the official signature
If a document is ready to be signed, the principal is notified and they can access the corresponding document(s) by clicking the Action required option in the Officially signed documents & deliveries widget.
Note: The official signature can only be applied if you signed in to the education portal using your ID Austria. If you are not already logged in with your ID Austria, click Login with ID-Austria to proceed.
To apply the official signature to the document(s), select the document(s) and click the Approve option in the bulk Actions menu at the top right corner of the table or in the three dots menu of each individual document.
Check the availability settings. Use the first row of the table to change the settings for all documents. You can also change the settings of individual documents. Click Complete to apply the official signature.
The signature is applied and the students and their legal guardians are notified that a new document is available in the personal Archive on the publish date of the document.
Download officially signed documents
To download an officially signed document, open the My documents option in the Officially signed documents & deliveries widget on the dashboard.
To download a single document, click the download icon before the description of the corresponding document or click the Download documnet option in the three dots menu in the last column of the corresponding document.
To download a ZIP archive of several documents keeping them separate, select the checkbox of the documents to download and click Download as zip in the bulk Actions menu on top of the table.
To merge all documents into a single document and download this document, select the checkbox of the documents to merge and click Download as single document in the bulk Actions menu on top of the table.
Revoke an officially signed document
If an officially signed document is no longer valid or has been wrongly signed, the official signature can be revoked. Make sure that you used your ID Austria to log in to the education portal. To revoke a signature, open the My documents option in the Officially signed documents & deliveries widget on the dashboard.
To revoke a single document, click the Revoke delivery/document option in the three dots menu of the corresponding document.
To revoke several documents at once, select the checkbox of the documents to revoke and click the Revoke delivery/document option in bulk Actions menu on top of the table.
Access Log
The access log table lists all persons who have accessed a document via the document archive that are part of the school community. Thus the table also indicates whether a pupil or their legal guardian have seen the document. Anybody can access the electronically signed document using the QR code of the signature mark. If this person is not logged in to the education portal and/or is not associated with the school, the access log won't indicate that the document has been viewed.
It should be noted that documents can also be transmitted via other channels e.g. if the document delivery module is used. In this case, the recipient does not need to view the document in the document archive of the education portal or use the QR-Code, and the event cannot be recorded in the access log table.
If an employee of the school opens a document in the "Officially signed documents & deliveries" widget, the event is also not recorded in the access log table.
To open the Access log, open the My Documents option in the Officially signed documents & deliveries widget on the Dashboard.
Click the Open journal option of the document you would like to view the access log from in the Actions column of the My documents table.
Scroll down to the access log table.
