Adding a Digital Signature to Sent Files

By adding a digital signature to a scanned document that is sent in a particular file format, you can certify that the document has not been altered and is guaranteed by the creator. The machine can add a device signature or user signature to documents.

Device Signature

The device signature uses a key and certificate mechanism, enabling the recipient of a scanned document to verify that it was created on this machine. The recipient can check what machine was used to create the document, as well as whether the document has been altered. Before you can add a device signature, the key and certificate (device certificate) used for the device signature needs to be created on the machine. Generating a Device Signature Certificate

User Signature

The user signature is linked with personal authentication management functions, enabling the recipient of a scanned document to verify who created it. As with the device signature, the user signature enables the recipient to check whether the document was altered after the signature was added. Before you can add a user signature, a key and certificate (user certificate) needs to be registered for each user via the Remote UI. Registering a User Signature Certificate


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

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 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 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.

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


Displaying a digital signature (visible signature) Digital signature information can be displayed on the first page of the document, making it easy for the reader to see that a digital signature has been added. Only PDF documents support visible signatures. Adding a Digital Signature

Adding a Digital Signature to Sent Files

Device Signature

User Signature

Displaying a digital signature (visible signature)