Maschinenring Salzburg is digitising its signature workflows with sproof sign in order to make internal processes even more efficient.

The Maschinenring relies on the digital signature for HR processes. 

Maschinenring Salzburg is digitising its signature workflows with sproof sign in order to make internal processes even more efficient. Instead of printing out documents to sign and distributing and collecting them across several departments as well as office locations, this can now be done completely digitally.

The original idea of the [machinery ring](https://www.maschinenring.at/) was for farmers to support each other and jointly achieve price advantages and reduce costs by sharing expensive machinery. This vision is still valid today. In addition, the machinery ring opens up a variety of other business opportunities. Through services and personnel leasing, farmers and people with an agricultural background are employed, for example, in winter service but also in summer service, and thus the machinery ring offers numerous employment opportunities.

Maschinenring Salzburg chose sproof to accompany its digitisation process for two reasons: sproof is an Austrian company that is 100% GDPR compliant, and sproof offers qualified electronic signatures for legally binding and valid digital signing according to the European legal framework. Qualified signatures offer the highest level of trust and are equivalent to handwritten signatures. 

With sproof, the management of Maschinenring Salzburg was equipped with its own legally binding electronic signature. However, the use of sproof sign is not limited to the management; all other employees can also digitalise their processes. sproof sign is a cloud-based solution, easy to use and does not require a large IT project to get started.

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Ing. Roman Spiegel

Der Maschinenring Salzburg digitalisiert seine Signatur-Workflows mit sproof sign, um die internen Prozesse noch effizienter zu gestalten. Anstatt Dokumente zum Unterschreiben auszudrucken und über mehrere Abteilungen sowie Bürostandorte hinweg zu verteilen und zu sammeln, kann dies nun vollständig digital erfolgen.

⬢ Der Maschinenring setzt für HR Prozesse auf die digitale Signatur von sproof ⬢ 

Der Maschinenring Salzburg setzt auf die digitale Signatur. 

Maschinenring Salzburg relies on the digital signature.

E-signature, web tools - 100% data protection compliant: Sign quickly and easily at last. Register now for free!

The quality criteria of web-based e-signature tools

Tedious contract processes are a thing of the past - but how does it work to sign contracts easily and securely online? In this article, you will learn how contracts are signed online or how signatures can be obtained on the web. What is important, what are the quality criteria? But a "spoiler" beforehand: Simple & secure can, but do not have to work together. 

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## The electronic signature has come to stay

It's a matter of attitude. Signing a document has a certain aesthetic component. You seal a decision with something very personal: your own handwritten signature. This signature is often rehearsed and refined over years and, in most cases, remains unchanged over an entire business life. Often, the analog signature of a document is associated with a meeting, there are several parties to the contract, and there is often something social about it. People meet, shake hands, sign a document and then file it away in a more or less secure archive. In most cases, the parties are satisfied and go their separate ways. 

The other side of the coin is obvious. Regardless of whether you want to map internal signature processes or external ones. It requires a very high level of resources, which can be wasted with the help of the digital signature. 
The digitization of decision-making processes has already arrived even in very "old-established" industries and business fields. In the private context, the electronic signing of contracts has already been widespread for some time and is supported by state eIdentity providers in many European countries. 

Accordingly, the integration of signature solutions in the corporate context very often starts from individual voices in the company who have long since become familiar with the advantages of electronic signatures in the private sector. Many government online services enable citizens to sign contracts digitally. Ultimately, this leads to entrepreneurs wanting the benefits of these online signature solutions for contract processing in their own companies as well.

## How does the digital signature work?

There are more and more new, often small and free freeware signature tools circulating on the net, often keeping registration and use very low-threshold. It works just like larger tools: You have saved a digital document yourself locally, upload it to a web browser tool and sign it. With some tools, the document can also be downloaded and then sent on. In contrast, there are complex signature platforms that are often integrated into a comprehensive document management system or CRM or ERP system. This also enables the much more complex third-party signature or remote signature. This means that I can also release a self-signed document for signature, define complex signature sequences and workflows, and so on. 

Especially in the professional environment, solutions are increasingly gaining acceptance that specialize in the comprehensive signing of PDF documents and offer the highest security standards and, above all, very simple user guidance. The digital signing of PDF documents via the web browser can basically be divided into three essential components. 




**Contract management:**

Here, as mentioned, the gap is wide. The minimum criteria for a web tool is the ability to upload documents (with most applications, files are automatically converted into the common PDF format) and to download them again after the signature or to store them as securely as possible. Comprehensive tools also enable intelligent management and overview of all important documents in a central location.

**The digital signature of documents:**

The core element of all online signature tools is the application of the digital signature to a contract document. Applying a valid digital signature to a PDF document is a technical process that must be clearly distinguished from simply inserting an image of a manual signature without any further technical measures!

In particular, a valid digital signature allows subsequent changes to the document to be detected. This is not the case with the simple insertion of images.
Technically, for a digital signature, the content of the document is firmly linked to the applied signature. The visual appearance of the signature on the document is primarily informative and not relevant for the (technical) validity. sproof sign, for example, supports the insertion of images of a signature or the manual signature on the screen, but also creates a complete digital signature in the background.
Another level of digital signatures are qualified digital signatures. These involve verification of the signer by a trust service provider. These are organizations that perform an extensive identity check on a person or an organization and link the identity to the signature in the course of digital signing. Qualified digital signatures thus have a special legal status equivalent to that of handwritten signatures.


**Signature Management & Workflows:**

The full potential of signature platforms becomes apparent when it comes to sending out secure and compliant signature requests to others. E.g. sproof sign makes it possible to delegate different tasks (e.g. signing documents, viewing documents, forwarding documents) to different people. The communication happens on the one hand within the WebApp and on the other hand via mail traffic. In this way, nothing can get lost. The automated delegation also makes it easier to manage signature processes and to meet deadlines and time limits. In addition, it is possible to define substitutes, set absence notes, specify signature sequences, and define the standard that should be used for signing. 

## Quality first. - The quality criteria of web-based signature tools

The benefits of digital signatures are many and varied. Here is a list of the most important quality features of advanced e-signature tools:


**Cloud availability and security:**.

Online contracts are available anytime and anywhere as long as you have access to the Internet. The 24/7 availability is the great advantage of secure cloud solutions. However, very strict care should be taken to rely on a safe and secure storage environment that is protected from unauthorized access, loss and misuse. For cloud applications, special care should be taken to ensure that the tool is 100% hosted on European servers.


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**Trustworthiness of digital signatures:**

In addition, attention should be paid to how one can or must prove one's own identity. A simple electronic signature (SES) offers no legal protection and should never be used for signatures in a corporate context. For the highest level of security, the qualified electronic signature (QES), which is the benchmark in Europe according to the eIDAS regulation, should be used. In fact, the choice of signature provider is of particular importance and a certain basic knowledge of the three different signature standards is required in order to be able to map the use cases in one's own company in the best possible way. 

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**Verify applied electronic signatures:**

Another great thing is that e-signatures are verifiable forever and ever.  The information about every step of the signature process - from start to finish - including the applied signatures and the unique identity of the signer(s) are inseparably anchored in the pdf document for all time. Comprehensive e-signature solutions (such as sproof sign) allow verification directly on the platform. 

**Collaboration:**

Signing is a team effort. Sign internally or get approvals from external stakeholders. It is important to be able to manage your team very easily with an admin account. New users should be able to be added very easily and the pool of available signature units must be able to be increased very easily. 

**Compliance:**

It is mandatory for companies to comply with applicable laws and regulations, especially with regard to secure and legally compliant document and data storage in the European area. A few tools (e.g. sproof sign) rely on the very high PDF/A document standard. 

**Conclusion:**

It's time to sign. Web-based e-signature services are an interesting and useful way to simplify business processes and save time and effort. In a business context, it is important that it meets all relevant requirements for the particular use case. 

Firma elettronica, strumenti web - 100% conforme alla protezione dei dati: firmi finalmente in modo rapido e semplice. Si registri ora gratuitamente!

I criteri di qualità degli strumenti di firma elettronica basati sul web

Firmare legalmente contratti online (e farli firmare) - cosa deve sapere

E-Signatur, Web-Tools - 100% Datenschutzkonform: Endlich schnell und einfach unterschreiben. Jetzt kostenlos registrieren!

Die Qualitätskriterien web-basierter E-Signatur-Tools

Verträge rechtsgültig online unterschreiben (und unterschreiben lassen) – das müssen Sie wissen

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Signing contracts legally online (and having them signed) - what you need to know

There are different types of digital signatures and a specific signature standard must be selected depending on the use case and requirements. The legal basis for this in the EU is the eIDAS Regulation, which defines requirements for the individual forms. The three most important signature standards and their various properties are explained in this article.

QES AES SES: Overview of all eSignature-Standards

## Not all digital signatures are created equal!

Almost all of us have already drawn a photo of his/her signature on a document and checked it off as digitally signed. This may have been sufficient for simple and informal documents, however, one comes up against one or the other limit with this approach. For this reason, a distinction is made between three types of signature, and only the qualified signature is 100% legally equivalent to the handwritten signature. This requires a more complex technology (e.g. sproof sign) that can create an encrypted, verifiable signature in the background.

Depending on the application and requirements, a specific signature standard must be selected. The legal basis for this in the EU is the [eIDAS Regulation](/en/blog/what-is-the-eidas-regulation), which defines requirements for the individual forms. The three most important signature standards and their various properties are explained in this article.

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## The QES - the digital equivalent of the handwritten signature

According to the eIDAS Regulation, a qualified electronic signature (QES for short) is 100% legally equivalent to a handwritten signature and meets the highest quality criteria. However, the signature must be executed using a qualified signature creation device and 2-factor authentication. In Austria, for example, this is realized with the cell phone signature (ID Austria). The qualified digital signature must also include the name of the signatory.

Therefore, only the qualified signature should be used for contracts with a legal formal requirement (written form requirement) and high demands on the probative value as well as the trust of all contracting parties. In addition, the QES can maximize the evidential value of form-free contracts and minimize the risk.

**The QES is the worry-free signature speciality of sproof sign. With us, even the highest requirements are met.**

## The AES - the flexible choice for documents without formal requirements.

In addition to the simple digital signature, the advanced electronic signature (AES for short) offers the possibility of unique identification of the signatory. The identification can be done e.g. via the e-mail address, telephone number, etc. and the identity check is thus also possible afterwards.

Every signature made with sproof sign already achieves the high level of security guaranteed by the advanced digital signature. With us, the signer is additionally identified, e.g. with the help of the mail address. Thus, this type of digital signature already has sufficient probative value for many applications. The AES is mainly used for contracts without formal requirements, such as rental agreements or simple employment contracts. 


## The SES - for informal documents without liability risk

The simple electronic signature (SES for short) has no probative value and can in no way replace a written signature, as it does not contain any means of identification and can therefore not be clearly assigned to a person. It is therefore only suitable for informal contracts and informal documents. A common example of a simple signature is an uploaded photo or a scan of a signature that is placed on a document.


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*The examples may vary depending on the country and internal guidelines and should therefore only serve as an aid to understanding! Consult legal counsel or our sales department for your specific case.

Es gibt verschiedene Arten von digitalen Signaturen und je nach Anwendungsfall und Anforderungen muss ein bestimmter Signaturstandard  gewählt werden. Die drei wichtigsten Signaturstandards sind die QES, FES und EES.

QES FES EES: Alle eSignatur-Standards im Überblick

QES, FES, EES: Alle eSignatur-Standards im Überblick

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QES, AES, SES: Overview of all eSignature-Standards 

The traditional publisher Linde enters into a partnership with sproof to digitise the signing of documents.

Traditional publisher signs digitally with sproof. 

Linde Verlag - a specialist publisher of legal, business and tax literature since 1925 - is entering into a cooperation with sproof, the Salzburg-based expert in the field of digital signatures in Europe. In addition to the introduction of the technology throughout the publishing house within the next few weeks, the cooperation also consists of an investment in the company itself.
"Linde Verlag publishes over 270 new technical and non-fiction books as well as e-books, plus 19 trade journals annually. The sproof solution enables us to sign all contracts, for example with authors, or to process other everyday agreements simply, quickly, securely and in full compliance with the GDPR," says Benjamin Jentzsch, Managing Director and owner of Linde Verlag.



### The publishing house is introducing the e-signature solution of the LegalTech start-up sproof across the board and is also announcing an investment.
In addition to the introduction of the technology throughout the publishing house within the next few weeks, the cooperation also consists of an investment in the company itself. In addition, a sales strategy based on partnership is being pursued in order to be able to address joint target groups with combined strength. 

vlnr.: Dr. Fabian Knirsch (CTO, sproof), Benjamin Jentzsch (CEFrom left: Dr Fabian Knirsch (CTO, sproof), Benjamin Jentzsch (CEO, Linde Verlag), Dr Clemens Brunner (CEO, sproof) Verlag), Dr. Clemens Brunner (CEO, sproof)

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At sproof, too, there is enthusiasm about the cooperation with Linde: "Due to their binding nature, digital signature solutions require a high degree of responsibility on the part of the user on the one hand, but also on the part of the manufacturer on the other. It is a very special honour that we were able to convince Linde Verlag, as a traditional specialist publisher of legal, business and tax literature, of sproof and win their trust," says Fabian Knirsch, founder and CTO of sproof. 

### Legal validity and data protection in the foreground
The requirements that digital signatures must fulfil are regulated in the European Union within the framework of the eIDAS Regulation. In addition to the requirements and the implementation of these, the legal status is also regulated in this regulation. Data protection also plays a special role, as it is not necessarily a matter of course that a provider of digital signatures works in a GDPR-compliant manner.
"Basically, there are different ways to sign digitally: simple, advanced and qualified. Despite the digital signatures looking the same on the final document, the status of the respective type of digital signature and its binding nature are different," adds Fabian Knirsch from sproof. Only the so-called Qualified Electronic Signatures, or QES, are legally equivalent to handwritten signatures. In Austria, this is stipulated in §4 para. 1 of the Signature Act.
In terms of data protection, the legal requirements in terms of the GDPR must also be fulfilled on the one hand, and on the other hand, certain security requirements must also be guaranteed by the IT structure. "The data is stored and processed exclusively in data centres within the European Union. Any reference to the USA is avoided, as this would not be GDPR-compliant," concludes Fabian Knirsch.

L'editore tradizionale Linde stringe una partnership con sproof per digitalizzare la firma dei documenti.

Editore tradizionale firmato digitalmente con sproof.

L'editore tradizionale Linde collabora con sproof per digitalizzare importanti processi aziendali.

Il meglio dei due mondi. Linde & sproof.

Der Traditionsverlag Linde geht eine Partnerschaft mit sproof ein um das Signieren von Dokumenten zu digitalisieren.

Traditionsverlag signiert digital mit sproof. 

Der Traditionsverlag Linde setzt geht eine Partnerschaft mit sproof ein um wichtige Betriebsprozesse zu digitalisieren.

Das beste aus zwei Welten. Linde & sproof. 

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The best of both worlds. Linde & sproof.

There are several ways to sign a PDF document. However, analog and digital signatures can NOT be combined at will. Here you can learn which signature sequences are possible and which are not.

The combination of electronic signatures and manual signatures on PDF documents

- Documents signed exclusively with sproof sign are always valid, in any order
- Signatures can NOT be combined arbitrarily (see table)
- If all steps are handled digitally, there is no media break either
- Using a digital signature tool helps to drive digitization in your business network and to implement a compliant process
- With sproof sign, anyone can be invited to sign and sign for free, only the person who invites to sign pays.
- Since the digital signature is embedded in the PDF document, the validity of the digital signature is platform-independent and can be verified at any verification authority, independent of sproof sign.
- If a digitally signed document is printed out, it loses its legal validity and verifiability

Important to know:

## Combination of signatures

There are various types of digital signatures that are used in practice, and there is the well-known manual signature. However, if this is to be applied to a digital document, things can get a bit more complicated.

First of all, the digital document must be printed out so that it can be signed by hand. Once the analog signature has been applied, the document must be scanned so that it can be sent in digital form. This is referred to as a media discontinuity (digital - analog - digital).

However, if you sign digitally, you can avoid a media discontinuity and save time. If, for example, an image of the signature is added to the document (with the help of an image editing tool), this is referred to as a simple electronic signature (SES).

To be able to sign advanced (AES) or qualified (QES), you need a tool like sproof sign. After placing the signature card on the document, a digital signature is added to the PDF.

Digital signatures are created purely digitally. The information needed to verify a digital signature is NOT visually attached to the document (in theory, digital signatures can even be "invisible") and is lost when the document is printed and rescanned. A digital signature is also only created for a specific version of a document. As soon as the document is edited, the digital signature is invalid. However, it is possible to apply multiple digital signatures to a PDF document. This is also supported by sproof sign. sproof sign only uses digital signatures and offers the choice between an advanced and a qualified signature.

The following table shows a few examples of possible combinations of the different signatures. The signatures are applied sequentially to the document.

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Digital signatures that are inserted one after the other in a document are valid because they are always linked to the document and the sequence is also saved. As soon as a digitally signed document is edited afterwards, e.g. an image is inserted with a signature, a previously created digital signature, e.g. cell phone signature, loses its validity. Even if a document already signed with a cell phone signature is printed out and signed by hand, the digital signature automatically loses its validity.

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Handwritten

Simple electronic signature (SES)

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Qualified (QES) or advanced signature (AES)

Defective digital signature

Es gibt verschiedene Möglichkeiten ein PDF-Dokument zu unterschreiben. Analoge und digitale Unterschriften können jedoch NICHT beliebig kombiniert werden. Hier erfahren Sie, welche Signatur-Reihenfolgen möglich sind und welche nicht.

Die Kombination elektronischer Signaturen und händischer Unterschriften auf PDF-Dokumenten

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HOGAST is a purchasing cooperative which, in addition to the overall procurement of goods, also deals with the areas of electricity, fuel, telephony and many other topics, and always ensures that its member companies enjoy the best conditions and optimized processes, as well as being able to expect significant advantages in all relevant purchasing and service areas.

Over 45 years ago, HOGAST was founded with the basic idea of creating price advantages through inter-company volume bundling and relieving individual companies of routine tasks.

Today, HOGAST counts as the largest company for the hotel and catering industry in Austria and has more than 3,200 member establishments with a turnover of 415 million euros. For the care of the south German area thereby the subsidiary in Munich is responsible. In addition, the HOGAST Group also includes HOTEL GASTRO POOL for smaller hotel and catering establishments and HANDOVER for facilities in the social sector.

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**Company name:** HOGAST

**Short description of the project:** "... due to short-time work and home office, we inevitably had to rethink, because without a new digital system we would not have been able to sign contracts, invoices and orders at all."

**Why sproof sign:** "What we particularly like about sproof sign is its user-friendliness. After all, not only can you find the uploaded documents quickly, but thanks to the new feature, you can also already specify at which point in the document you need to sign. This makes us realize that there is always something happening at sproof sign, i.e. that we are working on enhancements and updates, which is super important to us"

HOGAST

**Sigmond:** "For us as a company, two aspects were decisive in choosing a digital signature solution. One of them was the Corona pandemic, because short-time work and home offices meant that we inevitably had to rethink, because without a new digital system we would no longer have been able to sign contracts, invoices and orders at all.

The second aspect, which I'm sure had already been a topic of discussion with the management for some time, is that we as a company have placed a parallel focus on digitalization and sustainability for ourselves.

With the focus on this, the point had finally come where we decided to now sign everything digitally and where it is possible to do away with all paper invoices and contracts."

**Sigmond:** "Basically, we are the link between our suppliers and customers or members. But that also means that all invoices and orders go through HOGAST and we then also have to sign and countersign them in some cases. You can think of the signature chain as a triangle between supplier, member and HOGAST.

One example where the digital signature is used and totally helps is with the admission of new suppliers. There are contracts that have to be signed somehow. Before we decided to use an eSignature solution, we had to send everything in paper form by mail first and wait. Because the entire company is actually made up of four companies, in this application the delivery partner has to sign once and HOGAST four times. It could take two to three weeks for everything to arrive back at our company. With the digital solution from sproof sign, everything happens much faster.

But we also use the eSignature when receiving deliveries. Because all order confirmations over 7,500 euros must be countersigned by us after the customer and the supplier have already signed. This is a liability issue! Indeed, HOGAST is also liable for its customers if they go bankrupt or become insolvent. Then we pay the invoices for our members, but only if the order confirmation or the order has been countersigned by us beforehand. This is a really important aspect for our members and suppliers."

**Sigmond:** "Data protection is just a present topic and meanwhile simply a basic requirement. There everything must be right. For us, however, the user-friendliness was also important, that the software is easy to use and you can save time with it."

**Sigmond:** "What we particularly like about sproof sign is its user-friendliness. Not only do you find the uploaded documents quickly, but thanks to the new feature, you can also already specify at which point in the document you need to sign. This makes us realize that there is always something happening at sproof sign, i.e. that we are working on extensions and updates, which is super important to us. But even if a question arises from our side on the subject of eSignature or a new function, then we always have a great and fast support, to which we can turn."

.

**Sigmond:** "For the future, we would like to see sproof sign embedded in third-party systems. An own app would of course also be exciting. Right now, after all, it's still a web-based platform, where it can take a bit of time to upload with large amounts of data.

The nice thing about sproof sign, however, is that thanks to our close contact, we already know that we are in exactly the right place with sproof. Because even if something doesn't fit, they will work on a further development and integrate the new features into the software. That's why we recommend sproof to our 7,000 customers with a clear conscience."