💡 At a Glance
In order for documents to be digitally signed, conversion to PDF format is required in sproof Sign. Various file formats — including Word, Excel and PDF — are automatically converted so that the signing processes can be carried out smoothly and in a legally compliant manner.
sproof Sign also supports the PDF/A format, which is specifically suited for long-term, unchangeable archiving. This ensures that your signed documents remain compliant with standards and readable in the future.
📑 Step-by-Step Guide
1. Supported file formats on upload
Currently you can upload the following file types to sproof Sign:
-
Microsoft Word documents (.doc, .docx)
-
Microsoft Excel files (.xls, .xlsx)
-
PDF files
-
OpenOffice files (if compatible)
These formats are automatically converted into a PDF document during upload to enable the digital signature.
2. Notes on automatic PDF conversion
-
The conversion is performed server-side and serves to standardize the signing processes.
-
Not all original formats are standardized — exercise caution especially with Excel files:
-
Please pay attention to the correctly set print area, as the conversion defaults to an A4 page format.
-
3. Use of PDF/A for long-term archiving
sproof Sign supports the PDF/A format to comply with archiving policies. PDF/A is an ISO-standardized format specifically developed for the unchangeable and long-term archiving of digital documents.
Advantages of PDF/A:
-
Guaranteed immutability of content
-
Long-term readability through standardized structure
-
High compatibility with archiving systems and auditing authorities
4. Useful information on creating PDF/A
A few special points should be noted when creating PDF/A documents:
-
All visual elements (e.g., logos, fonts, images) must be embedded.
-
Dynamic or interactive content (e.g., form fields, embedded media) is not permitted.
-
Additional effort may be required if the source document contains heavily visual or variable components.
If you need help preparing your documents or using the PDF/A format, please contact our support team or your Customer Success Manager.