Adding a Digital Signature to a PDF or XPS

This mode enables you to send PDF or XPS documents with a digital signature.

Device Signature

User Signature

Visible Signatures

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

NOTE
You can only add device signatures to PDF or XPS documents if you have generated a device signature certificate and key pair. (See "Generating and Confirming a Key Pair and Device Signature Certificate and User Certificate for Adding Digital Signatures to PDF or XPS Files.") The following conditions are necessary to add a user signature to a PDF or XPS 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 documents if you have generated a device signature certificate and key pair. (See "Generating and Confirming a Key Pair and Device Signature Certificate and User Certificate for Adding Digital Signatures to PDF or XPS Files.")

The following conditions are necessary to add a user signature to a PDF or XPS 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 Send] → specify the destination → press the file format button.

Select a file format → press [Set Details].

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

Adding a Device Signature:

Adding a User Signature:

Adding Visible Signatures:

Adding a Device Signature:

Press [Device Signature] → [OK].

Adding a User Signature:

Press [User Signature] → [OK].

Adding Visible Signatures:

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

Press [OK].

Press [OK] → [OK].

IMPORTANT
If an error occurs when sending a multiple page PDF or XPS document with a digital signature, the recipient is unable to open the document.

NOTE
You cannot set a digital signature if all the following conditions are met: If you set [Optimize PDF for Web] to 'On' (See "Optimize PDF for Web.") Reader Extensions is selected If you want to set both digital signature and encryption on the PDF file, specify the settings for encrypted PDF as follows: When setting [Password Required to Change Permiss.] on the Encrypt screen, select [Changes but Extract Pages] from the Allow Changes drop-down list on the same screen. If Digital Signature and Reader Extensions are both set for a PDF file, changes made after the signature is applied are stored as Comments in the PDF file. 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 that has had both a device signature and user signature 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 user signature can be verified. 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 recipient side, see the documentation for the software that supports the PDF format (such as Adobe Reader/Adobe Acrobat) or the XPS format (such as XPS Document Viewer). If you set [Optimize PDF for Web] to 'On', PDF settings can be set to one of the following: Device Signature, User Signature, or Reader Extensions. (See "Optimize PDF for Web.") <Cert. Thumbprint(SHA1)> contains sender information used to validate the reliability of a PDF or XPS file with a device signature, by matching it with the MD5 or SHA-1 message digest number. (See "Generating and Confirming a Key Pair and Device Signature Certificate and User Certificate for Adding Digital Signatures to PDF or XPS Files.") SSO-H authentication is set for the machine for a device signature. If an e-mail address is registered for the user, in addition to adding the device signature, the Author property of the PDF or XPS file is set to the e-mail address of the user. You cannot forward a received I-fax document with a user signature from the machine. 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 "Format PDF as PDF/A.")

NOTE

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

If you set [Optimize PDF for Web] to 'On' (See "Optimize PDF for Web.")

Reader Extensions is selected

If you want to set both digital signature and encryption on the PDF file, specify the settings for encrypted PDF as follows:

When setting [Password Required to Change Permiss.] on the Encrypt screen, select [Changes but Extract Pages] from the Allow Changes drop-down list on the same screen.

If Digital Signature and Reader Extensions are both set for a PDF file, changes made after the signature is applied are stored as Comments in the PDF file.

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 that has had both a device signature and user signature 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 user signature can be verified. 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 recipient side, see the documentation for the software that supports the PDF format (such as Adobe Reader/Adobe Acrobat) or the XPS format (such as XPS Document Viewer).

If you set [Optimize PDF for Web] to 'On', PDF settings can be set to one of the following: Device Signature, User Signature, or Reader Extensions. (See "Optimize PDF for Web.")

<Cert. Thumbprint(SHA1)> contains sender information used to validate the reliability of a PDF or XPS file with a device signature, by matching it with the MD5 or SHA-1 message digest number. (See "Generating and Confirming a Key Pair and Device Signature Certificate and User Certificate for Adding Digital Signatures to PDF or XPS Files.")

SSO-H authentication is set for the machine for a device signature. If an e-mail address is registered for the user, in addition to adding the device signature, the Author property of the PDF or XPS file is set to the e-mail address of the user.

You cannot forward a received I-fax document with a user signature from the machine.

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 "Format PDF as PDF/A.")