For businesses, digital signatures aren’t just about adding a signature to a PDF. They’re also about choosing an appropriate level of identification, keeping track of approvals, and securely returning the finalized document to the workflow where it belongs.
Here, we’ll walk you through how digital PDF signing works, what legal considerations you need to keep in mind, and how you can tailor the process to your company’s needs.
What does it mean to digitally sign a PDF?
When you digitally sign a PDF, you electronically approve the document’s content. This can be done in various ways.
For example, a signer can sign with a finger or a mouse, verify their identity using MitID, BankID or use another supported form of electronic identification.
It’s important to distinguish between an image of a signature and an electronic signing process.
An image only shows the signature
An image or a handwritten signature inserted into a PDF does not, in and of itself, show how the person was identified or when the document was signed.
A digital process documents the sequence of events
A signing solution like Addo Sign can link the signature to a documented process that includes information about the signer, the time, and the actions taken.
The best method depends on the document, the risk, and the company’s requirements. An internal approval may have different needs than an employment contract or an agreement where the signer’s identity must be verified.
How does a digital signature work in a PDF?
When a PDF is digitally signed, information linked to the document may be included. A standard viewer may display a name or a signature on the page. Other information helps a PDF program verify whether the signature matches the file and whether the document has been altered since it was signed.
PAdES is a format in which signature data is linked to the PDF file itself. The European Commission recommends the PAdES format for PDF documents. A program that supports this format can verify the signature and indicate whether any changes affect it.
Is a digital signature on a PDF legally valid?
Yes, electronic signatures on PDFs can have legal effect. According to the eIDAS Regulation, an electronic signature may not be rejected as evidence solely because it is electronic or is not a qualified electronic signature. A qualified electronic signature has the same legal effect as a handwritten signature in the EU.
See also the European Commission’s explanation of the legal effects of electronic signatures.
This does not mean that one signing method automatically works for all documents. The requirements may depend on the document type, the relevant legislation, and the company’s need to verify identity and consent. If a document has specific formal requirements, you should review them before choosing a signing method.
A practical rule of thumb is to ask:
- Who needs to sign?
- How securely must the signer’s identity be verified?
- What documentation must be available afterward?
- Are there any specific requirements for the document type or the recipient?
Which signing method should you choose?
It depends on the document and how securely the signer must be identified. eIDAS distinguishes between three types of electronic signatures:
Simple electronic signature
May be appropriate for a simple process where the parties know each other and there are no special requirements for the signature. This could involve, for example, approving a document with a click or by writing one’s name.
Advanced electronic signature
Links the signature more closely to the individual and makes it possible to detect changes to the document after it has been signed. It may be relevant when stronger proof is needed of who signed the document.
Qualified electronic signature (QES)
Has the same legal effect as a handwritten signature in the EU. It is typically only required if a specific requirement calls for it, for example, from a government agency or a contracting party.
How to Sign a PDF Step by Step
The typical process looks like this:
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Prepare the document
Verify that the PDF contains the correct version of the agreement and that all fields and attachments are included. If multiple people need to sign, you must also decide whether they should sign in a specific order or simultaneously.
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Select signers and signing method
Add the signers’ contact information, choose the desired method, and, if necessary, specify who should sign first. Determine whether the document requires identity verification or other special documentation.
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Send the document for signature
Recipients will be notified that the document is awaiting their signature. Depending on the solution and setup, they can open and sign the document from a computer, tablet, or mobile device.
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Track the status
Check the signing solution to see who has signed and who is still needed. Send a reminder directly to those who have not yet signed.
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Save the Signed Document
Once the process is complete, the final document and associated documentation should be stored so they can be retrieved later. Storage should comply with the company’s policies regarding access, record-keeping, and deletion.
Verifying and Storing a Signed PDF
If you edit it or save it again, it may affect the information used to verify the signature. Use a PDF program or validation solution that supports the specific signature type if you want to verify the signature and the document’s status.
If the document needs to be stored for many years, you should also investigate how the signature can be verified later. Certificates and technical information can change over time, so consider what information accompanies the document and how the signature can continue to be validated. If you use Addo Sign, your documents can be stored in Addo Vault.
What should you look for in a signing solution?
When choosing a solution, consider the following:
- Signing methods: Can you choose the method that best suits the document and the signers?
- Identity verification: Can the solution confirm who is signing?
- Overview of the process: Can you see who has signed and when?
- Document storage: Can you easily save the completed document or forward it to your other systems?
- Integration with your systems: Can the solution be used in conjunction with your HR, customer, or document management systems?
- Ease of use: Is it simple for both employees and recipients to sign?
- Support and setup: Can you get help customizing the solution if your needs change?
How Addo Sign Can Be Integrated Into Your Company’s Workflow
Addo Sign can be connected to many of the systems companies already use. This makes it possible to incorporate digital signatures into existing workflows across HR, finance, CRM, document management, and digital mail.
Among the integrations, you’ll find HR systems such as tamigo, 2People, Emply, and Visma HR; CRM and finance systems such as SuperOffice, webCRM, and Dinero; as well as tools such as WorkPoint, Microsoft Office, and Zapier.
Addo Sign can also be connected to digital mailboxes such as e-Boks, mit.dk, as well as Digital Post and Kivra, which are used by recipients in Sweden. See the integration overview for more options.
Addo Form for Digital Forms
With Addo Form, your company can collect information through digital forms. The form can be part of the same process as a signature, for example, when a new employee needs to provide their information and sign a contract.
Addo ID for eID Login
Addo ID enables eID login on your company’s website, in an app, or in a digital self-service solution. It can be used when customers or employees need to log in and identify themselves digitally.
How can digital signing of PDFs benefit your company’s bottom line?
The savings from digitally signing PDFs go beyond just paper and postage. When employees no longer have to print, scan, forward documents, and follow up on missing signatures, they free up time for other tasks. When these processes are repeated many times, the minutes saved add up to many hours of work.
Fårup Sommerland
For Fårup Sommerland, the benefit lies in streamlining a recurring HR process. The amusement park hires several hundred seasonal employees, and previously, contracts and personal information were handled manually via mail or email. Now, contracts and forms can be sent digitally in a single batch. Employees enter their information online, and the system compiles it with the contract into a single document, ready for the HR system. This eliminates manual data entry and duplicate work, saving the HR department many hours of work. Read about Fårup Sommerland.
Autopunkt
At Autopunkt, sales contracts can be sent and signed digitally in just a few minutes. Customers can sign from anywhere, so the dealership doesn’t have to wait for printing and scanning. This reduces administrative work for employees and gives them more time for customers. Learn more about Autopunkt.
Sydbank
Sydbank uses mass mailings and mail merge when sending information to a large number of employees. The overview of which documents have been signed and which are still pending makes large mailings easier to manage and follow up on. Read about Sydbank.
When fewer steps require manual handling, employees have more time for their most important tasks, and documents move more quickly from dispatch to signature. This provides a better overview for the company and a simpler experience for customers, employees, and business partners.
Frequently Asked Questions About Digital PDF Signing
How do I digitally sign a PDF?
Upload or select the PDF in a signing solution, add the signers, choose a signing method, and send the document. Once everyone has signed, you can download and save the final version.
Is it enough to insert an image of my signature into a PDF?
An image of a signature can show what a signature looks like, but it does not in itself document the identity, time, or circumstances surrounding the signing. If the documentation is important, you should use a signing process that records relevant information about the process.
Is a PDF signed with MitID always a qualified electronic signature?
No, not automatically. MitID can be used for identification or authentication, but the level of the signature depends on the specific solution and process. Assess the document’s requirements before choosing a method.
Can multiple people sign the same PDF?
Yes. In a signing solution, you can usually add multiple signers and choose whether they should sign sequentially or simultaneously. The options depend on the solution you choose.
Can I send documents directly from my other systems?
That depends on which integrations the signing solution offers and how they are set up. Addo Sign lists integrations with HR, document, and workflow solutions, among others, on its integrations page.
Where should I store the signed PDF?
Store the document in your company’s approved document or case management system. Make sure that relevant employees can find it and that storage complies with your access and retention policies.
Mikkel Thiel
I primarily share knowledge and experience on digital signing, automation and digital document processes — and on how platforms, systems and AI can work together to support businesses.
I have more than 10 years of experience in Customer Success, consulting, leadership and service. My focus on great user experiences goes back to my years at Apple, where I worked in customer service and management. This has shaped my approach to technology: it should not only work — it should be easy to use and create value for the people who use it.
