How to apply the official electronic signature to a document?
The official electronic signature is the digital signature on official documents like reports. The official electronic signature shows the authority from which the document comes and ensures that the document can be verified.
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 tile 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
Automatic detection tries to assign users to uploaded documents based on 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 semester grade information
- automatic matching to pupils using their Sokrates ID or 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 - 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 Our support team providing a sample document.
Click Continue.
Decide if you want the document to be placed in the personal archive of the corrsponding pupil. 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 Descirpiton 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. 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 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 tile.
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.
