E-Signature Options in Agrello: Security Levels and Authentication Methods

Selecting the right e-signature method balances security requirements, legal compliance, and user convenience. Agrello offers a comprehensive suite of signature options ranging from simple electronic signatures for everyday business documents to qualified electronic signatures that carry the same legal weight as handwritten signatures. Understanding these options empowers you to choose the most appropriate method for each document type and business scenario.

Understanding E-Signature Security Levels

The eIDAS Regulation establishes three distinct levels of electronic signatures across the European Union, creating a standardized framework that ensures cross-border recognition and legal validity. Each level provides different security guarantees and serves specific business needs.

Simple Electronic Signatures (SES) represent the foundational level of digital signing. These signatures can be as basic as a typed name at the end of an email or a scanned handwritten signature image. While legally valid for many business purposes, SES provides minimal technical security and limited identity verification. In Agrello, this level becomes available immediately after email validation, making it accessible for routine business agreements, internal documents, and low-risk transactions.

Advanced Electronic Signatures (AES) introduce cryptographic security and stronger identity verification. These signatures are uniquely linked to the signer, capable of identifying them, and created using signature creation data under the signer's sole control. Any subsequent changes to the signed document become detectable, ensuring document integrity. AES meets technological standards while remaining accessible through various authentication methods.

Qualified Electronic Signatures (QES) represent the pinnacle of e-signature security, legally equivalent to handwritten signatures throughout the EU. QES requires face-to-face identity verification or equivalent rigorous processes, uses qualified certificates issued by trusted service providers, and employs qualified signature creation devices. This level is mandatory for certain legal documents, real estate transactions, and high-value contracts in many jurisdictions.

Agrello's Native E-Signature Solution

Agrello's proprietary e-signature provides a PAdES-based (PDF Advanced Electronic Signatures) solution that balances security with user accessibility. After email validation, users can create legally binding signatures by typing their name or drawing their signature directly within the platform.

The signature creation process requires users to explicitly agree that their digital visual signature represents their legal commitment to the document. This consent, combined with comprehensive audit trails capturing IP addresses, timestamps, and authentication methods, creates a robust legal foundation for most business agreements.

Technical implementation uses industry-standard cryptographic techniques to ensure document integrity and non-repudiation. Every signature includes tamper-evident seals that immediately reveal any post-signature modifications, protecting all parties from document fraud or unauthorized changes.

Smart-ID: Mobile-First Qualified Signatures

Smart-ID revolutionizes qualified electronic signatures by eliminating the need for physical card readers or special SIM cards. Developed in Estonia and widely adopted across the Baltic states, Smart-ID operates as a Qualified Signature Creation Device (QSCD) under eIDAS regulations.

Security architecture employs sophisticated two-factor authentication combining something you know (PIN codes) with something you have (your registered device). Cryptographic private keys remain protected within secure elements, never exposed to applications or networks. After multiple incorrect PIN attempts, the system automatically locks, preventing unauthorized access.

The signing process begins when users select Smart-ID from Agrello's signature options. The platform generates a unique control code displayed on screen, which must match the code shown in the Smart-ID mobile app. Users then enter their PIN2 code to authorize the signature, creating a qualified electronic signature recognized across all EU member states.

Regional availability extends beyond Estonia to Latvia, Lithuania, and select other European countries. The solution particularly benefits cross-border business operations, enabling legally binding signatures regardless of physical location. Regular security audits and compliance certifications ensure continued adherence to evolving regulatory requirements.

Mobile-ID: SIM-Based Authentication

Mobile-ID leverages specialized SIM cards to create qualified electronic signatures directly from mobile phones. Available primarily in Estonia and Lithuania, this solution predates smartphone apps but remains popular among users preferring SIM-based security.

Technical implementation stores cryptographic certificates directly on the SIM card, providing hardware-level security independent of the phone's operating system. This approach offers unique advantages for security-conscious organizations and scenarios where smartphone apps might be restricted.

User experience involves receiving SMS messages containing signature requests and control codes. Users respond with their PIN codes to authorize signatures, completing the process without requiring internet data connections. This simplicity makes Mobile-ID particularly valuable in areas with limited data coverage or for users with basic mobile phones.

ID-Card: Traditional Hardware Security

National ID cards from Estonia, Latvia, Lithuania, Finland, Croatia, and Belgium function as qualified signature creation devices when used with appropriate card readers. These government-issued cards contain embedded chips storing cryptographic certificates for both authentication and digital signing.

Hardware requirements include compatible card readers connected to computers via USB. While this adds complexity compared to mobile solutions, ID cards offer unparalleled security through physical possession requirements and government-verified identities.

Integration benefits extend beyond document signing to include secure authentication for government services, banking, and other high-security applications. Organizations already using ID cards for physical access control or other purposes can leverage the same infrastructure for document signing.

BankID: Swedish Digital Identity

BankID provides Swedish citizens with advanced electronic signatures through a unified banking industry solution. Over 8 million Swedes use BankID for everything from tax filing to contract signing, making it the de facto standard for Swedish digital identity.

Authentication strength derives from the Swedish banking sector's rigorous identity verification processes. Initial BankID issuance requires in-person bank verification or equivalent strong authentication, ensuring high confidence in user identities.

Agrello integration enables Swedish users to apply their familiar BankID authentication to international document workflows. This bridges Swedish domestic systems with broader European business processes, facilitating cross-border commerce and collaboration.

Diia: Bridging Ukraine and the EU

Diia.Signature represents Ukraine's ambitious digital transformation, providing government-backed electronic signatures to millions of Ukrainian citizens. Despite geopolitical challenges, Diia has achieved recognition as an Advanced Electronic Signature under eIDAS regulations.

Rapid activation takes just one minute through the Diia mobile app, using photo verification and secure five-digit codes for authentication. This streamlined onboarding has driven massive adoption, with millions of Ukrainians now capable of creating legally binding electronic signatures.

Cross-border significance extends beyond technical capabilities to represent digital inclusion for Ukrainian professionals and businesses operating in EU markets. The integration enables Ukrainian refugees, remote workers, and international businesses to participate fully in European digital economies.

Mobile-first architecture reflects modern user expectations, providing intuitive smartphone-based signing without requiring additional hardware or complex setup procedures. Government backing ensures long-term stability and continued development of the platform.

eParaksts Mobile: Latvia's National Solution

eParaksts mobile delivers Latvia's nationally recognized qualified electronic signature through a convenient mobile application. Provided by the Latvian State Radio and Television Centre (LVRTC), eParaksts ensures compatibility with Latvian government services and business requirements.

Legal framework alignment with both Latvian national law and EU eIDAS regulations enables signatures valid for government filings, tax documents, and commercial contracts. This dual compliance particularly benefits Latvian businesses operating domestically and internationally.

Mobile convenience eliminates the need for card readers or special hardware, making qualified signatures accessible from smartphones and tablets. The solution particularly serves Latvian citizens abroad who need to sign documents for domestic purposes.

Format Considerations: PDF vs. ASIC vs. EDOC

PDF format supports the broadest range of signature methods, from simple Agrello signatures to qualified electronic signatures. PDFs remain universally readable across devices and platforms, making them ideal for documents requiring wide distribution and long-term archival.

ASIC containers (Associated Signature Containers) provide enhanced security by packaging documents with their signatures and validation data. These containers excel at preserving signature validity over extended periods and supporting multiple file types within a single signed package. However, ASIC containers require qualified signature methods, limiting them to users with appropriate authentication tools.

EDOC format, Latvia's specialized ASIC implementation, adds features like qualified timestamps and Certificate Revocation Lists. This format ensures compliance with Latvian document standards while maintaining EU-wide validity. Organizations working extensively with Latvian entities should consider EDOC for optimal compatibility.

Choosing the Right Signature Method

Document type largely determines appropriate signature levels. Employment contracts, loan agreements, and real estate transactions often require qualified signatures by law. Internal approvals, purchase orders, and routine business agreements typically function well with simple or advanced signatures.

Geographic considerations influence method selection based on signer locations and local practices. Baltic organizations might prefer Smart-ID's regional dominance, while Swedish partners expect BankID support. Ukrainian collaborations benefit from Diia integration, demonstrating Agrello's commitment to inclusive digital transformation.

User experience balances security requirements with practical accessibility. While qualified signatures provide maximum legal certainty, requiring special hardware or apps may create barriers for occasional signers. Consider offering multiple options, allowing signers to choose methods matching their security needs and technical capabilities.

Regulatory compliance varies by industry and jurisdiction. Financial services, healthcare, and government contractors often face specific signature requirements. Legal consultation ensures your chosen methods meet all applicable regulations while maintaining operational efficiency.

Implementation Best Practices

Template configuration should specify minimum acceptable signature levels for different document types. Configure templates to automatically enforce qualified signatures for high-value contracts while allowing flexibility for routine documents.

User communication helps signers understand available options and requirements. Provide clear instructions for each authentication method, including setup guides for first-time users and troubleshooting resources for common issues.

Fallback options ensure document workflows continue despite technical challenges. If a signer cannot use their preferred method, offer alternatives that maintain appropriate security while enabling transaction completion.

Audit trail maintenance becomes critical for legal defensibility. Agrello automatically captures comprehensive signing metadata, but organizations should establish retention policies and regularly verify audit trail completeness.

Your e-signature strategy now encompasses the full spectrum of available options, from simple electronic signatures for routine business to qualified signatures for high-stakes transactions. This flexibility enables you to optimize each document workflow for the perfect balance of security, compliance, and user experience, ensuring smooth operations across all business scenarios and geographic boundaries.