Adding a Digital Signature to a PDF or XPS

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

The following digital signature can be used on this machine.

Device Signature

This mode uses the device signature certificate and key pair inside the machine to add a digital signature to the document, which enables the recipient to verify which device scanned it. The recipient can verify the device that signed the document, and whether the document has been changed after it was signed.

This mode is for PDF or XPS file.

User Signature

This mode uses information about the user currently logged in to the machine using an SSO-H login service and the user signature certificate and key pair inside the machine to add a digital signature to the document, which enables the recipient to verify which user signed it. The recipient can verify the user that signed the document, and whether the document has been changed after it was signed.

This mode is for PDF or XPS file.

Visible Signatures is a mode that enables you to visualize the device signature and user signature on the PDF file. If the Visible Signatures is set, the device signature and user signature becomes visible. Visible device signature and user signature are displayed on the first page of the PDF file. Therefore, the recipient can easily see that the PDF file has a digital signature.

IMPORTANT
If an error occurs when sending a multiple page PDF or XPS document with a digital signature, the document will not be able to be opened by the recipient.

NOTE
You cannot set the digital signature on a PDF if the following setting is already set. If [Format PDF to PDF/A] is set to 'On' in Generate File in Common in Function Settings (Settings/Registration) and [Reader Extensions] is selected as the file format. If both digital signature and encryption is set on the PDF file, specify the settings for encrypted PDF as follows. If [Password Required to Change Permiss.] is set 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 on the PDF file, the changes made after the signature is stored on the generated PDF file. If you select to add both a device signature and user signature, the device signature is added before the user signature. If the 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. If you change the file format to a format other than 'PDF' or 'XPS' after setting to add a digital signature, a message confirming whether you want to change the file format is displayed. If you change the file format, the digital signatures you have set to add are cancelled. 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).

NOTE

You cannot set the digital signature on a PDF if the following setting is already set.

If [Format PDF to PDF/A] is set to 'On' in Generate File in Common in Function Settings (Settings/Registration) and [Reader Extensions] is selected as the file format.

If both digital signature and encryption is set on the PDF file, specify the settings for encrypted PDF as follows.

If [Password Required to Change Permiss.] is set 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 on the PDF file, the changes made after the signature is stored on the generated PDF file.

If you select to add both a device signature and user signature, the device signature is added before the user signature.

If the 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.

If you change the file format to a format other than 'PDF' or 'XPS' after setting to add a digital signature, a message confirming whether you want to change the file format is displayed. If you change the file format, the digital signatures you have set to add are cancelled.

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).

Adding a Device Signature

For information on the optional products required to use this function, 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 "Setting a Key Pair and Device Certificate.") <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 "Confirming a Key Pair and Device Certificate.") If [Optimize PDF for Web] is set to 'On' in Generate File in Common in Function Settings (Settings/Registration), the following restriction is applied to the PDF settings. (See "Optimize PDF for Web.") You can only set one of the following: Device Signature, User Signature, or Reader Extensions. If the SSO-H login service is set and 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 can add device signature when PDF or XPS file format is selected.

NOTE

You can only add device signatures to PDF or XPS documents if you have generated a device signature certificate and key pair. (See "Setting a Key Pair and Device Certificate.")

<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 "Confirming a Key Pair and Device Certificate.")

If [Optimize PDF for Web] is set to 'On' in Generate File in Common in Function Settings (Settings/Registration), the following restriction is applied to the PDF settings. (See "Optimize PDF for Web.")

You can only set one of the following: Device Signature, User Signature, or Reader Extensions.

If the SSO-H login service is set and 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 can add device signature when PDF or XPS file format is selected.

Place your originals and specify the destination → press the File Format button.

Select [PDF] or [XPS] → press [Set Details].

If [Set Details] is not displayed, press [Add Digital Signatures] on the File Format screen → proceed to step 4.

Press [Add Digital Signatures].

If [PDF] is selected:

If [XPS] is selected:

Press [Device Signature] → [OK].

Press [OK].

Adding a User Signature

You can add a user signature using information about the user currently logged in to the machine using a login service and the user signature certificate and private key inside the machine.

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

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

NOTE
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/Checking/Erasing a User Signature Certificate and Key Pair.") If [Optimize PDF for Web] is set to 'On' in Generate File in Common in Function Settings (Settings/Registration), the following restriction is applied to the PDF settings. (See "Optimize PDF for Web.") You can only set one of the following: Device Signature, User Signature, or Reader Extensions. For information on the certificate authority that issues the User Certificate for each user compatible with this machine, see the notice included with the optional product. You can add user signature when PDF or XPS file format is selected.

NOTE

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/Checking/Erasing a User Signature Certificate and Key Pair.")

You can only set one of the following: Device Signature, User Signature, or Reader Extensions.

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

You can add user signature when PDF or XPS file format is selected.

For more information on the SSO-H login service, see "Using a Login Service."

Place your originals and specify the destination → press the File Format button.

Select [PDF] or [XPS] → press [Set Details].

If [Set Details] is not displayed, press [Add Digital Signatures] on the File Format screen → proceed to step 5.

Press [Add Digital Signatures].

Press [User Signature] → [OK] → [OK].

Adding Visible Signatures

Visible signatures is a mode that visualizes the device signature and user signature on the first page of the PDF file. You can select the position for the visible signature.

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

NOTE
You can specify the settings for Visible Signatures only when device signature or user signature is set for the PDF. You cannot set the Visible Signatures if the following setting is already set. When [Format PDF to PDF/A] is set to 'On' in Generate File in Common in Function Settings (Settings/Registration) (See "Standardize PDF as PDF/A.")

Place your originals and specify the destination → press the File Format button.

Press [PDF] → [Set Details].

If [Set Details] is not displayed, press [Add Digital Signatures] on the File Format screen → proceed to step 4.

Press [Add Digital Signatures].

Press [Visible Signatures].

Select the position for the signature → press [OK].

If [Cancel Settings] is pressed, the setting is cancelled and the screen returns to the previous screen.

Press [OK] → [OK].