Digital signature – u:sign

With u:sign, employees of the University of Vienna can legally sign PDF documents (such as agreements, contracts, records) online using the ID Austria or the Handy-Signatur (mobile phone signature).

u:sign is based on the product Moxis of XiTrust Secure Technologies GmbH.

 Direct Link

u:sign

Using ID Austria or Handy-Signatur (mobile phone signature)

To be able to use u:sign, you need an ID Austria. Use the information on oesterreich.gv.at to register an ID Austria. 

You can use an existing Handy-Signatur (mobile phone signature) until the certificate expires. Check the validity of the certificate.

Defining signature confirmation

Every digital signature in u:sign has to be confirmed. You have various options for doing this:

Specify how you want to issue the confirmation in the app settings. Depending on the app and phone model, you can choose between QR Code, TAN, fingerprint or Face ID.

 Note

If you carry out the signature process entirely on your mobile phone or other mobile device, it is mandatory that you return to u:sign after confirming the signature. Otherwise the signature will not be applied and the document will not be processed further.

Activating u:sign account

Employees of the University of Vienna can activate a u:sign account.

  1. Open u:sign. Under Login for users, click on Weblogin.
  2. You will be forwarded to the weblogin of the University of Vienna. Type in your u:account access details.
  3. Accept the u:sign Terms of Use and the u:sign Information to be provided according to the EU General Data Protection Regulation (GDPR).
  4. In the following pop-up window you will be asked to complete your personal profile. Click Complete now. (Jetzt vervollständigen)
  5. You will be redirected to Signature Type in the Settings section. There, enter the username of your ID Austria or the mobile phone number for which you have registered the Handy-Signatur (mobile phone signature) and click on Save.

As soon as the system has processed the entries, your u:sign account is ready for use. If the u:sign account has not been activated, you can submit a support request.

 Note

Entering your username or mobile phone number is optional, but recommended: It allows you to add yourself as a signer to a signature job with just one click. In addition, the stored data are automatically entered when signing; you then only have to enter the password.

Configuring the signature process

With u:sign you can configure different signature processes: 

  • sign yourself and/or request others to sign
  • set the order of signatures
  • sign up to 15 documents at once
  • send up to 15 attachments for information purposes

If necessary, use the user guides Creating new job.

Signing yourself

  1. Log in to u:sign using weblogin.
  2. Click on Create job.
  3. Upload the PDF document you want to sign. Maximum file size: 30 MB.
  4. Click on Add me.
  5. Place the signature block where you want it.
  6. Click on Send job.
  7. Type in your ID Austria or Handy-Signatur (mobile phone signature) and click on Identify.
  8. Confirm the signature. Depending on the method you have chosen, there are different steps to take.
  9. Switch back to u:sign. The signed document can be retrieved under Closed jobs.
  10. Move the cursor over the document and click on Mark for download.
  11. A grey bar appears at the bottom of the browser window. Click on Download (number of documents).
  12. The system creates a ZIP file with the signed document. Save the document outside u:sign.

If necessary, use the user guides Signing as registered user or Signing as external user.

Receiving notifications

By default, you will receive the following e-mail notifications immediately:

  • When you have received a new job for signature.
  • When you have registered yourself as the first signatory in a signature job. 
  • When someone has declined a signature you requested.
  • If your job has been successfully closed.
  • If your job has expired.
  • If your job has been cancelled. 

In addition, from Monday to Friday at 8:00 you will receive a list of all documents that you still need to sign. 

More functions

In addition, you can in u:sign:

  • define one or more substitutes
  • enlarge or reduce the placeholder for the signature on the document
  • generate an additional signature sheet on which the signatures are placed
  • comment on your signature

More information on this can be found in the user guide Creating new job and in the Moxis user manual (PDF, in German). Note that the Moxis installation shown in the user manual differs from that of the University of Vienna and not all the functions described are available.

Deletion policy

Use u:sign exclusively for signing documents and not as a data storage or repository: documents are automatically deleted from u:sign 40 days after completion of the signing process (regardless of whether successful, rejected or cancelled). Save signed documents in a suitable service (such as Share, u:cloud or online storage) in good time.

One year after the last login, your u:sign account will be deleted. You will not receive any notification. Details can be found in the u:sign Terms of Use.

Terms of Use

The use of u:sign obliges the user to comply with the u:sign Terms of Use. Please also note the Information to be provided according to the EU General Data Protection Regulation (GDPR).

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