Digital signing workflow

hey!
i'm setting a file and envoronment for digital signing of a particular form, reading a lot literature related to digital ID, but still have few questions:
1. When the first signer certifies, by this he approves the contents of the file.. what about in the end of workflow, can he lock the document when signed and agreed from everyone?
2. Digital ID: it consist of certificate+private key.. I'll make each participant his/her own Digital ID. Please tell me if my method is correct:
- Advanced --> Security Settings --> Add ID --> new ID --> New PKCS#12 digital ID file (to password protect it) --> personal data --> finish
Now I have ID including the private key, right? (according to the icon with key on it)
- If i export the ID, I get the Exchange Certificate which all participants should install each others into trusted root so the file doesn't prompt them as unknown all the time, right?
The private key stays in Digital ID, right?
- When I send anyone his/her Digital ID with security protected private key in it, he/she shall install it via Advanced --> Security settings --> add ID, right?
(not by clicking on it, because by clicking on it the digital ID installs into Windows Certificate Store)
I need password protected IDs.
3. Can i limit each signer to sign only his/her signature field? (if anyone accidently deletes anything)
4. When in the middle of filling-in of a dynamic form workflow (and signing the form) someone doesn't agree and changes something that's already
filled-in, then the signatures previous to the change don't apply any more (because the signers were signing and confirming the data applied until that particular time in a workflow). What to do in this case? Send the form back into workflow from beginning and ask the participants to delete their own signature and sign again?
thanks for you help in advance, appreciate it.
bye.

Hi Nathan,
When you add a comment to an online review, you aren’t really changing the PDF file that is sitting on the review server. Comments (any annotation is a comment) live on a separate layer and can be added over the existing PDF without changing the underlying PDF. They are store in a separate data base independent of the PDF file.
Digital Signatures on the other hand require the PDF be modified as part of the signing process. Acrobat (or Reader) has to go into the PDF and build a hole for the signature. Browser based reviews can’t handle that operation. If you allow someone to write to the PDF on the server it opens a security vulnerability, and you also have the problem that occurs is two people are trying to write at the same time it would corrupt the file.
The bottom line is you cannot sign a PDF as part of a browser based review. If you have ever signed a file in the browser, what you’ve really done is create a local copy in the temp store and sign that. You might have noticed that if you don’t save the file (there is a flaw in the UI workflow that you are not prompted to save a part of the browser signing experience) then when you go back to view it online ther is no signature. When you do save, all that is happening is you are copying the local temp file to a location and name of your choosing.
Steve

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How to automate digital signing PDF Files in batch

I am trying to find a way to automate as much as possible the placing of a digital signature on a set of PDF documents. We have Adobe Acrobat Pro 8.1 and the machine has MS Office 2003 with Vista Business. Here's a scenario: A set of documents exist in a TO-BE-SIGNED folder, each unsigned. The user uses MS Access 2003 form with a button with VBA code to open and show the first document in the folder. The AcroExch.App, AcroExch.AVDoc, and AcroApp.Show APIs are used to do this. I found code on the internet to do that. Rather than having my client now have to go through all the manual steps to place a digital signature on the document, I want to streamline it to a single click if possible. Right now he has to click Advanced > Sign and Certify > Place Signature > then click and drag > then enter his password > then click sign > then save and close the doc. Can all this be automated? An added bonus would be automatically saving or moving the signed doc to a different folder when it is signed.
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I've found some software that purports to do much of the above, but they are all very expensive and assume a big business with big bucks. If anyone knows of inexpensive software that will REALLY do this, I'm open to that as well, though I'd like to control the process myself if possible. I consider myself a beginner with Acrobat and using API calls and would appreciate any help anyone can give. Is the above clear and even possible?
PS: I'm new to this site and using SDK. I posted this under Security (thinking digital signatures) and was asked to post it here, which I'm glad to do.
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Our workflow is such that on infrequent occasions, we have a digitally signed PDF file and the doctor wants to append a scanned note to it. In the past, we could do this, but not now. In the past, when we added the scanned doc, we received a message saying that the doc is already signed and asking if we want to overrwrite the doc. If we respond Yes, then Acrobat would allow it and the signature would indicate that the original part of the document was not modified, but that something had been changed--namely, a doc had been appended. The signature indicated that something had changed since it was added, but it still allowed the append. The signature would have an exclamation point in a yellow triangle indicating the doc had been updated since signed. For our purposes, that was okay because we know what the change is based on the original doc and we know what is appended. Now, however, we cannot append at all. The only thing that is different that I know of is that the doc was signed with software that is not Adobe Acrobat, even though the other software uses an Adobe Acrobat self-created digital signature.
I hope I've explained that clearly enough.
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Change status automaticaly after digital sign

Hi
I need to change document status automatically after digital sign,
Can any body help me how to do this?
The only way I can think of is by routine at the status customization.
Thanks

hi,
1. last tread i absorbed it says authorization object and custamization of Digital signature.
A. I need to change document status automatically after digital sign?
procedure like this.
1. Use TC - DC10--define document type,
.or u can navigate by SPRO> Crass application functions>document management>control data> difine document type.
2.Here u select your document type, to whicch u need Automatic Status Networking.
3.Select define document statuse folder in the same screen. u develop ur document network.
note: when u develope statuse net work, it will always triggers next status. for this next statuse would be change or approve like.
4.Here u will find assigne digital sign field. here acually u enter your digital signaure[name] which u created erliear.
5.save entries.
6.Automatic triggering means u have to set work flow. once a person enters the signature for appropriat status, the doc would triggers next person[inbox], whos is approver or releaser.......like this u have to develop stause with signature mandatory to set workflow for automatic triggering, Both options is available in same screen.
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Best practice to verifing digitally signed PDF (signed using localley generated ceritificates)

Hi,
I have signed a PDF using a locally created Microsoft Digital Certificate inside my organization.
As part of the approval workflow, I emailed the signed PDF document to another person in my organization (within the same network) for review and final acceptance.
The issue I'm facing is that when the other person opens the PDF, my signature status will show as not verified. Even though, I have created it while I'm connected on the network.
What are the steps that the other person need to follow so (s)he can verify locally generate digitally signed PDF either manually or in an automated manner?
Is there a server-side tools provided by Microsoft to do the verification automatically? Or, I have to do it manually? Any 3rd party plugins you recommend to ease this verification process?
Appreciate your help,
Yasser

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Acrobat 9: Edit > Preferences > Security > Digital Signatures > Verify signatures when the document is opened
Acrobat 11: Edit > Preferences > Signatures > Verify signatures when the document is opened
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HR has created the handbook in Word, saved as .pdf and wants to "add the ability to have each employee acknowledge receipt with an electronic signature." What would be a logical chain of events here?
If HR makes the .pdf document available on a shared drive (5MB, so not practical to email), they would send link in email. Employee opens document, reads, then is asked to click on the unsigned signature field.
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I'm just having a hard time wrapping my head around this whole process, and think I am coming to the conclusion that this circumstance (e.g., merely acknowledging that you have read and will abide by the contents of this document) does not call for a digital signature.
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Thanks! ~Carol

I am not sure you can have a signature field in a form, but if so I would add a form sheet to the handbook. You would not want them to return the full document, so submitting the data with a submission button would be the desired process if possible. The data can be imported to the form (maybe just the form page used in the document) and printed out for tracking. Digital signatures can be created, but are not necessarily validated in the manner you are suggesting. We have digital signatures that are stored on a protected memory stick, requiring a password to add the digital signature. Not sure of the details, but at least this gives you a bit to think about.

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Hi Steve,
Thank you for your attention to my question!
By the requirements we need to make user enter password every time when he/she signs document.
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There are 2 open questions now for us and it would be very helpful if you knew the answer:
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Adobe Acrobat Pro XI Version 11.0.07
I would be very grateful for help received in responding to my question. I have checked the messages, at length, but cannot find an appropriate answer/solution.
This is my Company Policy document workflow.
1.PDF created with form fields as well Digital Signature Fields.
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3. Document is sent to Reviewer2 for approval and Digital Signs.
4.Final reviewer Digital Signs.
Now that the Policy has been approved by the Management Team, the Policy is ready for employees to read and complete the form fields
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This allows me to ensure that a management approved policy has been published and we can collate the information as to who has read and not read the document.
Many, many thanks for your assistance
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So you have something that looks like this, where there is a submit button somewhere on the page and some data you want to submit:
If you get the Properties of the button, and then select the Actions tab you should see something like this:
Then if you select Submit a form and then click the Edit button you should see something akin to this:
Finally, make sure you click the Select fields button and only select fields that are going to contain data. In other words, no signature fields:
That should work for you,
Steve

How to Digitally sign a PDF report/Mail automatically?

Hi experts!
I have cron'ed shell script that runs a report (Oracle Reports 6i) and the output the report is a PDF document which i send it as an attachment to a mail recipient on my MS. Exchange server.
This is working fine!
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Can you please guide me on how this can be done? Should I do it at the Database level, Application server level or the OS level (sendmail)
[Assume i already have already received my certificate from Verisign]
Thank you in advance for your precious time and replies.
Best Regards
Yogeeraj

Please see this video from Acrobatusers.com's Donna Baker (there is no audio)

After upgrading to iOS 5, my iPhone 4 takes a very long time to open digitally signed emails. I've tried with the SMIME settings enabled, but that doesn't help either. Any ideas on how to resolve this? Thanks in advance.

After upgrading to iOS 5, my iPhone 4 takes a very long time to open digitally signed emails. I've tried with the SMIME settings enabled, but that doesn't help either. Any ideas on how to resolve this? Thanks in advance.

I suspect you may have a corrupt photo or image that is causing the sync to fail or quit. You might want to try removing all of your photos by deselecting them in iTunes then sync - and try adding them by each sub-folders until you are able to nail down which sub-folder of photos, that causes the sync to stop or gives you errors.

Email cannot be read when it is only digitally signed

I, and my boss (using a Curve) have been having continuous trouble with reading emails that have been digitally signed. Now, before people start running down the basics, here's what I have done so far:
1. Installed latest ROM for both devices, still waiting on 4.5 for my 8830...
2. Installed S/MIME application on both devices
3. Installed latest Desktop OS on both machines and synchronized certificates from desktop to device and back
Here is the systems we are using:
1. Exchange 2003
2. BlackBerry Enterprise Server (version unknown, not my department)
3. Verisign certificates, managed on-site
Here are some of the caveats we are experiencing.
1. We can read signed and/or encrypted messages from Outlook (03/07), Entourage (04/08), and Thunderbird problem-free
2. We can read signed AND encrypted, or encrypted ONLY, messages from Mulberry, but we cannot read signed ONLY messages from Mulberry
There is no error message, in fact everything "looks" normal, we are just unable to view the body of the emails. What we do see is similar to this:
Received Using: <mailbox> (S/MIME)
Message Status: Opened
To: <me>
Sent: <date>
From: <Mulberry User>
Subject: <subject>
<img><img> Trusted
[1 Attachment]
application: Unknown (2K)
The <Mulberry User> did some research and sent me the following information:
This is a signed message sent from Outlook:
MIME-Version: 1.0
Content-Type: multipart/signed;
        boundary="----=_NextPart_000_00CE_01C99022.D841F9A0";
        protocol="application/x-pkcs7-signature";
        micalg=SHA1
This is a signed message sent from Mulberry:
MIME-Version: 1.0
Content-Type: multipart/signed; micalg=sha1;
protocol="application/pkcs7-signature";
boundary="==========45CF5864B8BBBF80D9D4=========="
See any difference between those two?
According to the RFC, the "application/x-pkcs7-signature" MIME type is supposed to be handled, by clients, the same as the "application/pkcs7-signature" MIME type, which is the "correct" MIME type. So Mulberry handles it correctly. Outlook does not. And neither does the Blackberry. Because *all* clients *should* honor both types.
http://www.ietf.org/proceedings/05nov/RFCs/rfc2311.txt
"C.1 Early MIME Types
Some early implementations of S/MIME agents used the following MIME types:
   application/x-pkcs7-mime
   application/x-pkcs7-signature
   application/x-pkcs10
In each case, the "x-" subtypes correspond to the subtypes described in this document without the "x-"."
"This memo also discusses how to use the multipart/signed MIME type defined in [MIME-SECURE] to transport S/MIME signed messages. This memo also defines the application/pkcs7-signature MIME type, which is also used to transport S/MIME signed messages. This specification is compatible with PKCS #7 in that it uses the data types defined by PKCS #7."
3.4.1 Choosing a Format for Signed-only Messages
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Messages signed using the multipart/signed format can always be viewed by the receiver whether they have S/MIME software or not. They can also be viewed whether they are using a MIME-native user agent or they have messages translated by a gateway. In this context, "be viewed" means the ability to process the message essentially as if it were not a signed message, including any other MIME structure the message might have."
This means that the Blackberry is required, by RFC, to be able to read a signed message even without the aid of S/MIME capable software. The fact that it does not is a failure of the Blackberry.
The above email was in reference to the fact that all of these emails that cannot be read on the devices, can be read in Outlook, and when a signed message is sent from Outlook, it can be read on the devices. Furthermore, this is not to say that the information above is 100% valid and correct, but I am hoping that it sparks some discussion and hopefully a resolution can be found.
Thanks for your time in reading this.
Andrew
BB8830

Well not 100% sure but in my experience the following setting is the problem "Enable S/MIME Encryption on Signed or Weakly encrypted messages". This setting is a per server setting and is found in the general options of the server.
When this is set to true the BES encryptes the message again over the signed message...but then for some reason unknown it doesn't decrypt it back when the client reads it.
Maybe you could ask your admins and try it out and see if it works...

Unable to digitally sign and save a PDF document

I am currently using ADOBE ACROBAT 8.0 Professional (Ver 8.1.0). I provide proofreading service for a client. The client provides me with a PDF which I use the comment and mark up tool to indicate required changes. Once all of the comments are complete, I mark the document approved or disapproved and attach a digital signature.
Recently, many files that I have recieved from the client will not allow me to sign and save the PDF. I can save the PDF without the signature but not when it is digitally signed. The error reads:
"The document could not be saved. A number is out of range"
I queried my client to find out if they have made any changes. They have recently upgraded to Illustrator 4 and they create the PDF's for me from the Illustrator files they work from. There are four teams using the same Illustrator program but not all of them are producing files that I cannot sign and save.
Can anyone tell me what the error indicates? Is there a property assigned to the document that I can not recognize that refers to this problem.
Since the files I work on contain proprietary information, I prefer not to attach them to this forum. If anyone is interested in helping, I will share a file to fully explain my problem.

I will try that, thank you.
Jim Dodge
English Proofreading Coordinator
ASIST Translation Services
4891 Sawmill Road, Suite 200
Columbus, OH 43235-7266
www.ASISTtranslations.com
Tel: 937-596-6649
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address record can be corrected.

Can no longer digitally sign PDF's with Adobe Reader 9

On our government network some of us have been upgraded to Adobe Reader 9 but now we can no longer digitally sign some PDF files.
People with Adobe Reader or Pro 8 can. Here is a link to one of the documents:
www.unl.edu/nrotc/Nc3065.pdf
I'm also attaching the document.
The document security shows as "Digital signing allowed" in Adobe Reader 8 but "Not allowed" in Adobe Reader 9.
Is there something wrong with Adobe Reader 9 or something we need to change?
Any constructive advice would be appreciated.

I cannot say for sure, but some of the technology the government uses (like the IRS) uses older technology that is no longer support in version 9. For example the IRS tax forms cannot be fillied in and saved using Reader 9. My bet your seeing a similar problem. There is no workaround. You will need to go back to Reader 8 or get Acrobat 9 Pro or Standard.

Digitally signing using Acrobat XI and Mac OS 10.9.2- won't let me type signature- the box appears but can't adjust font or any other aspect of text.

I just purchased Acrobat XI pro for Mac. I have OS 10.9.2 When I got to digitally sign, it only allows me to sign using certificate- which does not render a legible name- and is an apple authorization certificate. Or if I go to "type text" the only type showing in the box is Helvetica 12. I can't adjust that. then I put my name in and that's it. It does not look like a signature. I was hoping to insert an image
or at least have it look like a signature.
What can fix this?
Darcy

When I click "place signature" I only have one option.
It asks me "How would you like to create your signature?
The only option available to me is "use a certificate- When I attempt to use another option there are some but they are not available to me."use an image" draw my signature, or type my signature
are not available.
For that reason I went to preferences to see what I could do to change the settings- and all I could do was manage the certificate signature- so that it looks better than it did.
As an aside- after doing that- the document went on and the person couldn't sign because it had an "open password" If you also know about that- that would be great.
This is the only reason I purchased the Adobe XI so I could draw my signature or type it and have it appear as a signature.

Error 2148073513 When Attempting To Digitally Sign In Acrobat 11 Standard

I'm attempting to use Acrobat 11 Standard to digitally sign a PDF document with a 2048 bit certificate from our internal certificate authority, and I'm receiving the following error:
Error encountered while signing:
The Windows Cryptographic Service Provider reported an error:
The requested operation is not supported.
Error Code: 2148073513
The operating system is Windows 7 Enterprise x64. When I remove Acrobat 11 Standard and install Acrobat 9 Standard on the same Windows 7 system, I am able to successfully sign the document using the same certificate that was giving the error with 11. Also we have been using Acrobat 9 on Windows XP with these same certificates for a long time and never encountered issues with digitally signing.
Any ideas of what might be causing this issue?
Thanks in advance
Josh

Hi Josh,
The error message comes from Windows (not Acrobat), but Acrobat 11 is probably asking Windows to do something that it can't. What it is I don't know because the error message is too vague. One thing we can do is to take Windows out of the picture and see if you can sign when Acrobat accesses the digital ID itself as opposed to asking Windows to do the work. This is a two step process, first, export the digital ID from Windows into a file, and then import the file into Acrobat (it's not really an import, but I'll leave it at that for now).
Step 1 - Export the Digital ID
Launch Acrobat
Select the Edit > Preferences menu item
Select Internet from the Categories list box
Click the Internet Settings button
Select the Content tab on the Internet Properties dialog
Click the Certificates button
Highlight your digital ID and then click the Export button
Click the Next button on the Welcome panel of the Certificate Export Wizard
Select the Yes, export the private key radio button, and then click the Next button. If this radio button is disabled you can stop here and let me know that the private key is not exportable
Select the Include all certificates in the certification path if possible checkbox & the Export all extended properties checkbox and then click the Next button. Only select the top and bottom checkboxes, DO NOT delete the private key!
Create passwords for the file and then click the Next button. You will need this password to sign with so make sure it is something you can remember.
Pick a file name and location. Browse for a location you can remember as you will need to know where you put the file in order to use it to sign with. Click the Next button.
Click the Finish button
Click the OK button on the confirmation dialog
Click the Close button on the Certificates dialog
Click the OK button on the Internet Properties dialog
Step 2 - Add the file to Acrobat
Select Signatures from the Categories list box
Click the More button in the Identities & Trusted Certificates group box
Click the Add ID toolbar button
Click the Next button
Click the Browse button
Navigate to and select the file you exported above and then click the Open button
Enter the password you used above and then click the Next button
Click the Finish button
You will see two items in the list box with the same name. Highlight the one whose Storage Mechanism is "Digital ID File"
Click the Usage Options toolbar button and then select Use for Signing
Close the Digital ID and Trusted Certificate Settings
Click the OK button on the Preferences dialog
The next test is to see if you can sign a file. Please let me know if it works or not.
Thanks,
Steve

Digital signing workflow

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