How to Sign Documents During Migration to the SAP E-Folder?

Do you want to handle an official matter online? Do you need to confirm your identity and electronically sign documents entered into an IT system? You can do this using a qualified electronic signature.

What is a qualified signature?

According to the Electronic Signature Act of September 18, 2001, electronic signature it is “data in electronic form which, together with other data to which it is attached or with which it is logically associated, serves to identify the person signing the electronic signature.”

Qualified electronic signature has the same legal power as a handwritten signature. However, it is not a graphic representation of the signature we make with a pen on paper. It is solely computer code without a graphical visualization. Its uniqueness is certified by a special qualified certificate, which enables verification of the person signing.

How to obtain a qualified signature?

A qualified electronic signature is a commercial, paid service. You can purchase it from one of the certified providers. Their list can be found on the website of the National Certification Center. 

Currently, there are 4 providers on the market:

• Polish Security Printing Works 
• National Clearing House 
• Asseco Data Systems SA 
• CenCert 

The set that makes up the qualified signature includes:

• a special cryptographic card on which the qualified certificate is stored,
• a card reader connected to the computer,
• software to install.

There is also the possibility of using a virtual reader. This is called a cloud electronic signature (in the cloud). In this case, logging in requires only a phone, a token generates a code, and we can sign documents.  

How to Sign Documents During Migration to the SAP E-Folder?

Here arises a challenge because software from certified providers is not integrated with the SAP system. We have a solution for that! 

Haergi is the producer of software that allows signing documents directly from the SAP system thanks to integration with signature providers' readers or cloud services.

Additionally, we introduced the option to sign in the PAdES B/BT format (we have full compliance confirmed by the independent ETSI standardization institute), which is especially important due to Polish and European legislation (eIDAS regulation).

Our e-signature, once embedded in a PDF document, guarantees the correct format forever. Documents once signed cannot be altered, even after years they retain the status “valid signature,” which is why the proper format is so important.

E-file application is delivered with proprietary software for electronic signature in the PAdES standard and the necessary SAP server configuration.

Our e-signature supports not only physical cryptographic cards used on the Polish market but also correctly supports signing documents using cloud signatures (without cards and readers).

Want to learn more about e-signatures? Read another article on our blog, where you will learn about the 3 types of electronic signatures.