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Electronic Signatures with DocuWare

Sign documents with an electronic signature and ensure the authenticity of important business information. With a qualified electronic signature, your documents are legally binding and meet current security requirements.

Electronic signatures for documents in a DocuWare workflow

The document is sent directly from the workflow to an external Trust Service Provider for advanced or qualified signing. Once the identity has been verified and the document signed, it is automatically sent back to DocuWare.

In the modern office, electronic signatures are now a normal part of day-to-day business. This is a good thing: electronic signatures (sometimes called "digital signatures") reduce paper usage and simplify your secure document workflow.

DocuWare Signature Service ensures that your documents are digitally signed by a verified Trust Service Provider

DocuWare Signature Service offers your business maximum speed and flexibility with digital signatures:

  1. Integrate external signature providers such as Validated ID or DocuSign seamlessly into a DocuWare workflow. Documents are automatically transferred between DocuWare and the Trust Service Provider, and employees are notified when a document is available for signing.
  2. Collect the electronic signatures for a document from all relevant employees right from one workflow.
  3. Select advanced or qualified security levels for the signature according to your requirements.
  4. Store the certificates for a signature centrally with the external service provider so that they can be retrieved at any time.
  5. Save the document with the signature in an audit-proof manner in the archive.

Know-how: Signature procedures and security level

To sign documents in a DocuWare workflow, DocuWare offers the possibility to embed signature providers like Validated ID or DocuSign.

The signature procedures with VIDsigner offer the following options:

  • Remote. When a document is sent to Validated ID in a workflow, the responsible employee receives a message and releases the signature from the smartphone, for example, using an SMS code.
  • Biometric. A customer signs on a tablet. Biometric data such as writing pressure and speed are recorded and embedded with the signature in the document (list of supported devices).
  • Centralized. The user deposits a certificate with Validated ID once, which confirms his or her identity. This allows the user to authenticate and sign documents at Validated ID from anywhere, anytime.

DocuSign service requests signatures using email notifications.

  • Once notified, DocuSign offers multiple methods to authenticate the signer including Access Code (similar to a password), SMS code, phone call, or Knowledge Based Authentication
  • Optionally, you can also include initials on different pages in addition to a full signature on the signature page of a document.
  • Multiple-signer workflow can be automated.
  • This globally adopted service meets or exceeds global security and compliance standards such as ISO 27001, GDPR, SSAE 18 (SOC 1 and 2), and more.

Three security levels are available

Signatures differ in their security level. The typed name under an email or a DocuWare stamp are examples of a simple signature. An advanced signature must be encrypted, with part of the key accessible only to the signer. In the case of a qualified signature, the identity of the signer is additionally verified with a certificate deposited with a trust service provider.




All security levels

DocuWare handles all three security levels for electronic signatures: simple, advanced and qualified.


Any use case

The flexibility of DocuWare enables electronic signatures to be used in travel expenses, contracts and more.


Cloud native

Like DocuWare Cloud, DocuWare Signature Service is hosted in Microsoft Azure. The only technical requirement is an internet connection.



DocuWare supports electronic signatures through a smartphone. This is legally acceptable through the regulation eIDAS (Electronic Identification, Authentication and Trust Services).

Learn more about electronic signatures with DocuWare

White Paper: Electronic Signatures with DocuWare

The white paper shows you in detail the steps participants take in a signature workflow, explains the various signature methods, and provides technical background information - for anyone who wants to know exactly what's going on.

DocuWare for Electronic Signature

We show how to sign documents in DocuWare with an electronic signature and explain the benefits; from legal security to saved paper.

How to start with the DocuWare Signature Service

For an easy start, use the preconfigured "DocuWare for Electronic Signature" solution. The most important configurations for digital signatures such as file cabinet, workflow and registration form are already set up and can also be used in an existing DocuWare system. Don't wait any longer so that you too can hand over documents for signing to external service providers, customers, partners, etc.


The DocuWare Signature Service for connecting external signature service providers is included in the functionality of DocuWare Cloud.

The signature certificates from external providers must  be purchased additionally.


For locally installed DocuWare systems, the DocuWare Signature Service is available as a paid add-on module. The license for Workflow Manager is also required.

The signature certificates from external providers must  be purchased additionally.

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