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Applying Signature When No Field Exists
1. Click on the Sign Document button or go to Security -> Sign Document on the
menu bar
2. When the tool is started, the cursor will become a crosshair to mark the location for the
new field on the document. Drag a rectangle to create the desired signature field size
3. After the field is created, the Sign Document dialog will be displayed. Select the Digital
ID and enter the Password for the Digital ID
•
Note: If this is your first signing a document you will be asked to either import an
existing ID or create a new one.
4. Select the Digital Signature Options and Digital Signature Appearance settings that you
wish to use
5. Once complete click on Sign
6. This will then prompt you to select a location on your computer to save the signed
document
7. Click Save to complete signing and save the document
How to Apply a Certified Digital Signature
A Certified digital signature can be applied to a document using the instructions below. When
applying a certified signature without a field the signature can be either visible or invisible.
Invisible signatures are stored using the same encryption only there is no visual representation
of the signature on any of the document's pages.
Applying a Certified Signature to Existing Field
1. Click on the signature field, click on the Sign Document button, or go to Security ->
Certify Document -> Visible on the menu bar
•
Note: If there is more than one signature field in the document you will need to
sign by clicking on the signature field
2. This will display the Sign Document dialog. Select the Digital ID and enter the Password
for the Digital ID
•
Note: If this is your first signing a document you will be asked to either import an
existing ID or create a new one.
3. Choose the Digital Signature Options and Digital Signature Appearance settings that you
wish to use
•
Note: Make sure that "Certifying Signature" is selected for the signature Type
4. Select the certifying signature permissions from the drop down
5. Once complete click on Sign
6. This will then prompt you to select a location on your computer to save the signed
document
7. Click Save to complete signing and save the document
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Applying a Certified Signature When No Field Exists
1. Click on the Sign Document button or go to Security -> Certify Document ->
Visible on the menu bar
2. When the tool is started, the cursor will become a crosshair to mark the location for the
new field on the document. Drag a rectangle to create the desired signature field size
3. After the field is created, the Sign Document dialog will be displayed. Select the Digital
ID and enter the Password for the Digital ID
•
Note: If this is your first signing a document you will be asked to either import an
existing ID or create a new one.
4. Select the Digital Signature Options and Digital Signature Appearance settings that you
wish to use
•
Note: Make sure that "Certifying Signature" is selected for the signature Type
5. Select the certifying signature permissions from the drop down
6. Once complete click on Sign
7. This will then prompt you to select a location on your computer to save the signed
document
8. Click Save to complete signing and save the document
Applying an Invisible Certified Digital Signature
1. Go to Security -> Certify Document -> Invisible on the menu bar
2. The Sign Document dialog will be displayed. Select the Digital ID and enter the
Password for the Digital ID
•
Note: If this is your first signing a document you will be asked to either import an
existing ID or create a new one.
3. Select the Digital Signature Options and Digital Signature Appearance settings that you
wish to use
•
Note: Make sure that "Certifying Signature" is selected for the signature Type
4. Select the certifying signature permissions from the drop down
5. Once complete click on Sign
6. This will then prompt you to select a location on your computer to save the signed
document
7. Click Save to complete signing and save the document
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Digital Signature Options
When applying a digital signature the following options are available to change either the
appearance, signature type, or signature information. These settings are not saved and have to
be set each time a signature is applied.
Digital ID
Digital ID - The digital ID combo will list all digital IDs saved in PDF Studio or available in
your OS certificate store. A new digital ID can be added by selecting the New Digital ID...
option in the list. See Create a New Digital ID or Import A Digital ID for more information.
Password - The password for the selected digital ID. You must enter the correct password in
order to be able to digitally sign the document
Timestamp Server - Allows you to select a timestamp server to be used when signing. See
Managing Timestamp Servers for more information
Details - Allows you to see the specific details for the selected digital ID
Appearance:
This section will display a preview of the digital signature as it will display on the document
once applied. A different appearance can be selected from the drop down. Choose "Create
New Appearance..." to create a new custom appearance. See Digital Signature Appearance for
more information
Signature Type:
Select the type of signature to be applied to the when signing
Signature - A digital signature contains encrypted information that is unique to the signer so
it cannot be forged. The signer’s certificate or issuing third-party Certificate Authority will
need to be trusted by the user receiving the PDF in order for the signature to be considered
valid. Once signed, if the document is modified in any way the signature will no longer be
considered valid.
Certifying Signature - A certified signature provides additional document security options to
prevent the document from being modified. When choosing certifying signature, a combo box
will show, allowing to specify which changes are permitted on the certified document.
•
Disallow Changes: Does not allow any further changes to the document once signed
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•
Allow Form fill and Signatures: Allows users to fill forms and complete signatures once
signed
•
Allow Form fill, Signatures, and Comments: Allows users to fill forms, complete
signatures, and add comments to the document once signed
Signature Information:
This section allows you to add additional details to the signature if needed. This information
will not be displayed in the appearance but will be listed with the signature details
Reason - Select a reason the document was signed from the list from the below options
•
I approve this document
•
I am the author of this document
•
I have reviewed this document
•
I attest to the accuracy and integrity of this document
•
I agree to the terms defined by this document
Location - Enter additional location details
Contact Info - Enter additional contact information for the signature
Digital Signature Appearance
PDF Studio allows you to customize the appearance of a digital signature to display only
specific information that you choose. Multiple appearances can be created for different
situations if needed. Created appearances can be used on any digital ID. Additionally, an
image can be used for the signature appearance.
Note: Altering a signature's appearance does not remove any of the details from the
signature.
How to Create a New Digital Signature Appearance
1. Begin signing a document to access the Sign Document dialog using one of the methods
below
•
Click on the signature field
•
Click on the Sign Document button
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•
Select go to Security -> Sign Document on the menu bar
2. Select "Create New Appearance..." in the Appearance drop down
3. Enter a title and the signature appearance options you wish to use
4. Once the options have been set click on OK to save the appearance
Signature Appearance Options
The following appearance options are available in PDF Studio.
Title
This will be the name of the created appearance that will display in the Digital Signature
Options when applying a signature
Preview
Displays a preview of how the digital signature will look once applied to a document
Note: The preview displays the signature in a standard dimension. If the field within the
document is a different size the contents of the signature appearance will be resized to
fit the field
Image
Show Image - When checked an image can be added to the background of the digital stamp
appearance
Transparency - Transparency setting for the image
File - The full path to the image file used in the signature. Click on the "..." button to open a
file chooser and navigate to the image you wish to use .
Align - Allows you to align the image on the left, center, or right of the signature
Text
Show - The options below, when checked, set which digital signature properties will be
displayed on the signature
•
Name: The large text that will display the name
•
Digitally signed by: Adds the text "Digitally signed by" before the Common Name
•
Date: Date the signature was completed
•
Common Name: The name associated with the digital ID
•
Organizational Unit: The organizational unit associated with the digital ID
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Organization Name: The organization name associated with the digital ID
•
Locality/City: the locality/city associated with the digital ID
•
State: The state associated with the digital ID
•
Country: The country associated with the digital ID
•
Email: The email associated with the digital ID
Orientation - Sets the digital signature text to be displayed with one of two options
•
Left to Right: Displays the Name on the left and all other properties in smaller text on the
right
•
Right to Left: Displays the Name on the right and all other properties in smaller text on
the left
Validating Digital Signatures
PDF Studio validates any digital signatures upon opening a document. PDF Studio will first
check that the digital signatures in the document use valid certificates and that the document
has not been changed. It will then check that the certificate used to issue the digital ID in the
signature was issued by a trusted certificate authority.
Validating Digital Signatures
Depending on the results of the validation, PDF Studio will display one of three icons on the
signature:
The signature validated correctly, that there were no changes made to the document, and that
the issuing certificate authority is trusted.
?
The signature validated correctly, but there might be some problems, such as the digital ID
being issued by a certificate authority that is not trusted.
X
There were problems validating the signature. The problems can include any changes to the
document after the signature was applied.
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Checking Additional Validation Details
1. Using the Hand Tool select the signature that you wish to validate.
2. This will display a dialog showing the Signature Validation Status
3. To view further information click on the Details button
Trusting Digital Signatures
Digital signatures can be added to your trusted certificates list from other users that you trust.
Once added to your list, anytime a document is signed using the same digital ID it will be
listed as trusted.
Note: It's important that you only trust certificates from someone you know and have
already established a mutual trust.
How to Trust a Digital ID
Trusted IDs can be added either from an existing signature field or by importing a trusted
certificate
Using an Existing Signed Field
1. Using the Hand Tool click on the signature that you wish to validate.
2. This will display a dialog showing the Signature Validation Status
3. Click on the Details button
4. Select a certificate on the left and click on the Trust Certificate button to add the digital
ID as a trusted certificate
Importing Trusted Certificates
1. Go to Edit > Preferences (Windows & Linux) or PDF Studio 10 > Preferences (Mac)
2. Select Trusted Certificates from the panel on the left of the preferences dialog
3. Click on the Import button. This will open a file chooser dialog
4. Navigate to the certificate you wish to import
•
Note: Only .cer or .crt formats can be imported
5. Click on Open to import the certificate and add the digital ID as a trusted certificate
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Managing Trusted Certificates
When PDF Studio validates digital IDs, it checks that the digital ID was issued by a trusted
certificate authority. The trusted certificate authorities can be managed using the preferences
available in PDF Studio. By default, PDF Studio will also trust Oracle root certificate
authorities, as well as those from your operating system.
Accessing the Trusted Certificate Settings
To access the trusted certificate preferences do one of the following
•
Go to Security -> Security Settings -> Trusted Certificates from the menu.
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