API connection and user-friendliness: The decision criteria for sproof sign at the Student Union of FH Oberösterreich

There are different levels of representation and administration within the student body. The release of various documents and payment approvals is required on a daily basis. These applications require the use of qualified signatures or, alternatively, physical signatures and their original documents. This is a really time-consuming process. We have decided to digitize and modernize our administrative processes and tasks so that we can invest more time in our actual task of representation work. For this reason, we have also connected sproof sign to our internal budget management tool in order to have the documents digitally signed by the 3 necessary people in future, without having to spend time exchanging and sending them around by email.

Several criteria were decisive for us when looking for the right e-signature provider. One key aspect was the API connection, as we had to create this from a third-party system. It was also important that external persons could be easily invited to sign by e-mail. Another criterion was the user-friendliness and modernity of the software, which should be reflected in an intuitive user interface. A provider that combines all these requirements in an affordable software is a big advantage for us and I think that is a very big plus point for sproof sign. For these reasons, we also decided to work with sproof.

We use digital signatures for various applications. On the one hand, we use them for payment approvals, allowing financial transactions to be authorized quickly and securely. On the other hand, we use them for internal documents to optimize work processes and reduce administrative costs. We also use the digital signature for documents from students at the University of Applied Sciences Upper Austria. These documents confirm that the students have a specific function in the Austrian Students' Union (ÖH). The digital signature enables us to create and send these confirmations in an uncomplicated and legally secure manner. Thanks to the many possible uses of the digital signature, we can work more efficiently and at the same time guarantee the security of our documents.

The integration of the cloud was implemented for us via a partner and went smoothly. The API integration worked well and enabled us to seamlessly link our existing systems with the new signature solution. However, converting the relevant processes for employees and introducing them to these new, modern ways of working is a process that takes time.

We as the Upper Austrian Students' Union are also subject to the current regulations and laws. The software solution that we use for digital signatures must therefore meet several standards in terms of data security and conformity. On the one hand, it is essential that the signature solution complies with the eIDAS EU regulation, as this defines the legal framework for electronic signatures in the European Union. In addition, the software must comply with current national laws and regulations so that we are legally protected. Not to mention that it must be GDPR-compliant. Our solution should therefore basically ensure that all personal information and documents are processed and stored in accordance with the strict requirements of the GDPR.

What I particularly like about sproof sign is the clear and modern presentation of all applications as well as the practical filter function to quickly identify open documents for signing. The batch function, which makes it possible to efficiently QES large quantities of documents at the same time, is of course also helpful. Especially when processing up to 400 documents, this function is a real relief in everyday work.

sproof sign offers a significant advantage for us through the possibility of inviting external persons to sign via e-mail. These people can then easily sign documents throughout the EU using a wide variety of signature methods.