PDF or XPS Files with a Digital Signature

This mode enables you to store PDF or XPS files with the following digital signatures attached:

Device Signature

This mode uses the device signature certificate and key pair inside the machine to add a digital signature to the file. The reader can then verify the device that signed the file, and whether or not the file has been changed after it was signed.

This mode is for a PDF and XPS file.

User Signature

This mode uses SSO-H login information about the current user and the user signature certificate and key pair inside the machine to add a digital signature to the file. The reader can verify the user that signed the file, and whether the file has been changed after it was signed.

This mode is for a PDF and XPS file.

Visible Signatures

This mode displays a visible signature on the first page of the PDF. The reader can then easily see that the file has a digital signature. The reader can also check the detailed signature information from the Properties of the signature. In addition, you can decide the position of the visible signature displayed on the PDF file.

This mode is for a PDF file only.

For information on the optional products required to use this function, see "Optional Products Required for Each Function."

As an example, the procedure for selecting memory media as the storage location is explained in this section.

NOTE
You can only add device signatures to PDF or XPS files and store them if you have generated a device signature certificate and key pair. (See "Digital Signatures.") The following conditions are necessary to add a user signature to a PDF file: SSO-H login service must be set for the machine A user certificate must be installed in the machine using the Remote UI (See "Installing a Certificate File.")

NOTE

You can only add device signatures to PDF or XPS files and store them if you have generated a device signature certificate and key pair. (See "Digital Signatures.")

The following conditions are necessary to add a user signature to a PDF file:

SSO-H login service must be set for the machine

A user certificate must be installed in the machine using the Remote UI (See "Installing a Certificate File.")

Press [Scan and Store] → [Memory Media].

Select the memory media → select the destination folder → press [Scan].

Press [File Format] → select PDF or XPS → press [Set Details].

Press [Add Digital Signatures] → press the digital signature you want to set.

Adding a Device Signature:

Adding a User Signature:

Making a Device Signature/User Signature Visible:

Adding a Device Signature:

Press [Device Signature] → [OK].

Adding a User Signature:

Press [User Signature] → [OK].

Making a Device Signature/User Signature Visible:

Press [Visible Signatures] → select the position for the signature → press [OK].

Press [OK].

Press [OK] → [OK].

IMPORTANT
For information on the modes which cannot be set in combination with this mode, see "Unavailable Combination of Functions."

NOTE
You can set multiple digital signatures for a file. In this case, device signatures are applied before user signatures. If a recipient verifies a PDF or XPS that has had multiple signatures added to it using software that supports the PDF format (such as Adobe Reader/Adobe Acrobat) or the XPS format (such as XPS Document Viewer), only the last signature added to the file remains valid. The device signature causes the document to be handled as if it has been altered. For information on validating certificates, registering certificates in the trusted certificates list, and verifying signatures on the reader side, see the documentation for the software that supports the PDF format (such as Adobe Reader/Adobe Acrobat). You cannot add a digital signature if all of the following conditions are met: If [Optimize PDF for Web] is set to 'On' (See [Optimize PDF for Web] in "Settings/Registration Table") Reader Extensions is selected The PDF/XPS file contains sender information that the reader of the file can use to validate the reliability of the device signature by matching it with the SHA-1 message digest number. You can verify this information in [Certificate Thumbprint] on this machine. (See "Digital Signatures.") The user's e-mail address is set for the Author property of a PDF or XPS file with a user signature if an e-mail address is registered in the SSO-H user information. For information on the certificate authority that issues the User Certificate for each user compatible with the machine for adding a user certificate, see the notice included with the optional product. Take note of the following when setting visible signatures: You can only set Visible Signatures when a device signature or user signature is set for the PDF file. You cannot set Visible Signatures if [Format PDF to PDF/A] is set to 'On'. (See "Formatting PDF Files to PDF/A.")

NOTE

You can set multiple digital signatures for a file. In this case, device signatures are applied before user signatures.

If a recipient verifies a PDF or XPS that has had multiple signatures added to it using software that supports the PDF format (such as Adobe Reader/Adobe Acrobat) or the XPS format (such as XPS Document Viewer), only the last signature added to the file remains valid. The device signature causes the document to be handled as if it has been altered.

For information on validating certificates, registering certificates in the trusted certificates list, and verifying signatures on the reader side, see the documentation for the software that supports the PDF format (such as Adobe Reader/Adobe Acrobat).

You cannot add a digital signature if all of the following conditions are met:

If [Optimize PDF for Web] is set to 'On' (See [Optimize PDF for Web] in "Settings/Registration Table")

Reader Extensions is selected

The PDF/XPS file contains sender information that the reader of the file can use to validate the reliability of the device signature by matching it with the SHA-1 message digest number. You can verify this information in [Certificate Thumbprint] on this machine. (See "Digital Signatures.")

The user's e-mail address is set for the Author property of a PDF or XPS file with a user signature if an e-mail address is registered in the SSO-H user information.

For information on the certificate authority that issues the User Certificate for each user compatible with the machine for adding a user certificate, see the notice included with the optional product.

Take note of the following when setting visible signatures:

You can only set Visible Signatures when a device signature or user signature is set for the PDF file.

You cannot set Visible Signatures if [Format PDF to PDF/A] is set to 'On'. (See "Formatting PDF Files to PDF/A.")