Aalto Sign (external link)
Link to the electronic signing service
Aalto Sign - Electronic Signing Service
Aalto University uses an electronic signing service Aalto Sign. All university employees can send documents for signing through the service, and all Aalto employees as well as anyone outside Aalto University can sign documents sent from the service. The service is provided by Sarake Oy.
The electronic signature created by the Aalto Sign service is a basic level (BES, basic electronic signature) or advanced level (AES, advanced electronic signature) signature in accordance with the requirements of the EU eIDAS regulation (EU 910/2014), which verifies the information content of the electronic document and the identity of the signer. Basic signature is used internally in the university and advanced signature is used for signing outside the university.
Qualified electronic signature (QES) has not been implemented so far. A QES level signature requires an ID card with a chip or a similar qualified electronic signature creation device (QSCD, qualified signature creation device). If there is a need for QES level, we will investigate the implementation. More information: [email protected]
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Instructions for electronic signing
The signing requests come from the email address Aalto Sign <[email protected]>.
To log into the system, click the Open signing request button or follow the instructions given at the end of the email notification under How to use electronic signatures.
Logging in with your Aalto ID
Click theOpen signing request button in the email sent to you.
Log into the service by selecting Aalto Login on the login page. This option is for Aalto University employees and students only.
Logging in as a member of a mailbox or a group
Click the Open signing request button in the email sent to you.
Log into the service by selecting Aalto Login on the login page. This option is for Aalto University employees and students only.
After you have logged in, you will see the details and documents of the signing request sent to the mailbox/group.
Before you can sign the signing request, you must claim the request from the group to yourself by clicking the Claim button. Confirm the claim request by clicking the Next button in the opening window. After this you will be automatically directed to the signing request and the request is ready for signing.
After claiming the signing request transfers to your personal signing requests and is visible in your own signing requests in the Signing requests section of the service. The signing request is no longer visible to other members of the group.
Logging in with an invitation code
Signers who are not members of the Aalto University community log in with an invitation code.
Clickthe Open signing request button in the email sent to you, and the invitation code should appear automatically in the login field.
If it does not, you can copy it from the email to the field requesting your username or invitation code. If you copy the code, make sure that you do not copy any extra spaces or characters.
You can change the language of the service in the top right corner of the login page.
Click Next.
Click the SMS button. The service will send you a PIN code as an SMS. You must use this one-time PIN code in addition to your invitation code to verify your identity.
Enter the PIN code into the number fields. If the code is correct, you will be automatically directed forward.
Check that your information is correct. You can edit your name, title and organization’s name. If there are any mistakes in your email address or mobile number, or you have trouble logging in, please contact the sender of the signing request by email.
If all the information is correct, click Next. You will be automatically directed to the Aalto Sign service and the signing request there.
After you have logged in, you will see the details of the signing request, as well as the documents included in it, and you can review and download them.
Before signing or rejecting a request, you can leave a comment in the Comments field. The comments are visible to all those involved in the signing process.
You can sign the request by clicking Sign at the top of the page. Use the identification method requested, if necessary.
Depending on the way the signing request has been prepared, you see only a Sign button or have a few signature styles to choose from. In the latter case, select the desired style from the given options and click Next. Then click Sign. If you select Cancel, you will go back to the previous view, where you get to select the style of the signature.
If you do not wish to sign the document, you can click Reject at the top of the page.
You can also delegate the request to another person by clicking Delegate at the top of the page. Use Delegate if someone else must sign the document on your behalf.
Information of all approvals, rejections and delegations is submitted to the sender of the signing request.
When all signers have signed the documents, you will be notified of it by email.
You can retrieve the signed documents from the service.
Click Download all on the Documents section to download the documents and make a compressed file (.zip) out of them. You can also choose to download a single document as a PDF by selecting the document and clicking the download icon on the top right corner of the preview section.
To log out click your name on the top right corner of the page and select Log out.
Please note that the signed documents are stored in the service only for 30 days.
If you have a question or a problem, please contact [email protected].
Related instructions
Mobile Certificate at Aalto
Instructions on how to activate Mobile ID (in Finnish Mobiilivarmenne) on your Aalto University's Elisa mobile subscription.
This service is provided by:
Records Management Services
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