eSignature Overview Send questions to: eConstruct@pa.gov 1 - - PDF document

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eSignature Overview Send questions to: eConstruct@pa.gov 1 - - PDF document

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11/4/2015 eSignature Overview Send questions to: eConstruct@pa.gov 1 11/4/2015 eSignature: Topics Topics: Introduction How to apply for eSignature participation Creating a digital certificate using Adobe Reader How to sign a

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eSignature Overview

Send questions to: eConstruct@pa.gov

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eSignature: Topics

Topics:

  • Introduction
  • How to apply for eSignature participation
  • Creating a digital certificate using Adobe Reader
  • How to sign a form using a digital signature
  • How to validate another user’s signature
  • How to combine multiple PDFs into a Portfolio
  • Demo
  • Helpful links
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eSignature: Introduction

  • What is a Digital Signature

– Per Information Technology Policy SEC006:

  • Method for authenticating digital information analogous to ordinary signatures on

paper, but implemented using techniques from the field of public cryptography.

  • A digital signature method generally defines two complementary algorithms, one

for signing and the other for verification, and the output of the signing process is also called a digital signature.

  • Certificate process provides a secure and efficient method to:

– Sign a PDF document – Authenticate another user’s signature – Identifies changes made to a document after being signed – Ensure non-repudiation of a digital signature

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eSignature: Introduction

  • Certificate details:

– Valid for 5 year periods – Certificates utilize password protection for security

  • Be sure to remember your password, as passwords for certificates cannot be

recovered

  • If forgotten, a new certificate will need created

– Paired certificate files created (.pfx and .fdf) – Private Certificate (.pfx file) stored on user’s computer or network drive and is used to sign a document – Public version of the certificate (.fdf file) can be shared with others and is used to verify the signature of the signer

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How to Apply for eSignature Participation

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eSignature: How to Apply

How to apply for eSignature participation:

  • User sends request to eConstruct@pa.gov
  • User guides provided detailing how to create a certificate and additional

required information – Certificate created in Adobe Acrobat (Standard or Pro version) XI or Reader XI or greater – Certificate allows for any authorized PDF Form with a signature line or field to be signed

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eSignature: How to Apply

How to apply for eSignature participation continued:

  • User sends public certificate (.fdf file) and required information to

eConstruct@pa.gov mailbox

– External users also mail hardcopy eSignature Application

  • Certificate (and eSignature Application when necessary) processed by

Administrator

  • Certificate and eSignature Application loaded to eConstruct SharePoint site
  • Applicant receives Welcome Email from site, including a link to the site
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eSignature: eConstruct SharePoint Site

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eSignature: eConstruct SharePoint Site

Navigation links found in the left panel:

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eSignature: eConstruct SharePoint Site

User Guides and Help Documentation found under Shared Documents section:

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eSignature: eConstruct SharePoint Site

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Newly Added Certificates located below the Shared Documents section for quick access:

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Creating a Digital Certificate

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eSignature: Creating Digital Certificate

Creating a Digital Certificate using Adobe Reader or Acrobat

  • Open Adobe Reader or Acrobat and select Preferences under the Edit

menu

  • Select Signatures under Categories and then click on the More….. Button

in the Identities & Trust Certificates section

  • Click on the Add ID button to continue
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eSignature: Creating Digital Certificate

  • Click on the radio button next to A new digital ID I want to create now and

then click on the Next Button

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eSignature: Creating Digital Certificate

  • Click on the radio button next to New PKCS#12 digital file and then on the

Next button

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eSignature: Creating Digital Certificate

  • Complete the identity information and then click on the Next button
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eSignature: Creating Digital Certificate

  • Click on the Browse button and select a location you can access later, such

as a network location

  • Enter a Password and Confirm the password. Select a password you will

remember

  • Click on the Finish Button
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How to Digitally Sign a PDF

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eSignature: How to Digitally Sign

How to digitally sign:

  • Open the Portable Document File (PDF) that requires signature
  • Be sure all information that requires update is updated before signing
  • Locate the signature area on the PDF

– If there is a defined signature field it will look similar to: – If there is no defined signature field, a signature line will exist without the signature flag:

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eSignature: How to Digitally Sign

  • If there is a defined Signature field, click on the Signature field and the

Sign Document window will open

– From the Appearance dropdown, select the Appearance that contains an image

  • f your signature

– Enter your password and click Sign

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eSignature: How to Digitally Sign

  • If there is no signature field, click on the Fill & Sign button on your toolbar

in Adobe

– Click on Place Signature – This will open the following popup window, click on the Drag New Signature Rectangle button

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eSignature: How to Digitally Sign

– You will need to draw a rectangle in which to place your signature, similar to creating text box

  • Rectangle should be drawn large enough to clearly display signature and associated

information such as date signed, email address, name, and other fields

  • If too small of an area is drawn, a warning message will appear

– From the Appearance dropdown, select the Appearance that contains an image

  • f your signature

– Enter your password and click Sign

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eSignature: How to Digitally Sign

  • You must save the PDF form after signing in order to permanently affix

your signature

  • Your validated signature is now displayed in the signature area on the form:
  • If changes are made post-signature, Adobe provides an alert
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How to Validate Another’s Signature

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eSignature: How to Validate

How to validate another user’s signature:

  • Signed PDF is received, but has signature problem
  • Adobe will show a signature problem message when at least one signature on

the form has not been trusted by the recipient:

  • Click on the Signature Panel button to open the Signatures Panel
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eSignature: How to Validate

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  • The Signature Panel displays information about the signature issue which is

denoted with the in the Signatures Panel

eSignature: How to Validate

  • Go to the eConstruct SharePoint Site and click on Certificate Listing

https://spportal.dot.pa.gov/Others/econstruct/SitePages/Home.aspx

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eSignature: How to Validate

  • This will open the listing of All Accepted Certificates

– PennDOT users will be able to see all internal and external user’s certificates – External users can only access PennDOT user certificates

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eSignature: How to Validate

  • From here, you can search for a specific user using several methods:

– Filtering by Last Name

  • Clicking the down arrow to the right of the Column Name
  • Then find the name by scrolling or choose a sort option

– Searching for the Last Name using the search area

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eSignature: How to validate

  • Once you have located the user’s record, click on View in the Certificate

column for that user

– One of two windows will open

  • The first window option:
  • Click on Set Contact Trust to continue
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eSignature: How to Validate

  • The second window option:
  • Click on Add Contacts to List of Trusted Identities
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eSignature: How to Validate

  • The following window will appear
  • Be sure to Check Use this certificate as a trusted root and click Ok

Storing of Trusted Identity information is specific to a single computer. If you access multiple computers, then you will need to trust the certificates on each computer.

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How to combine PDFs into a Portfolio

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eSignature: How to Combine PDFs

How to combine multiple PDF documents and maintain signature

validity:

Combining multiple signed PDFs can only be done using Adobe’s Acrobat Standard or Pro software.

– Identify the location of the individual files to be combined – Open Adobe Acrobat and select PDF Portfolio under Create

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eSignature: How to Combine PDFs

– Choose Click-Through under Choose a Layout for your Portfolio and then click the Add Files button

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eSignature: How to Combine PDFs

– Select the files to be combined and then click the Open button

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eSignature: How to Combine PDFs

– The Portfolio will now display showing all of the included PDFs

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eSignature: How to Combine PDFs

– You will need to save the Portfolio in a location you can access later

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eSignature: How to Combine PDFs

To verify signature validity remains

– Double click on a PDF within the Portfolio – Then double click on a signature field to verify the digital signature has maintained it’s validity – The individual PDF will open and the Signature Panel will reflect the Signature’s status – You can also hover over an individual signature to determine the signature’s status

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eSignature: Demonstration

  • Create a Certificate
  • Sign a PDF
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eSignature: Helpful Links

  • eConstruct Mailbox:

eConstruct@pa.gov

  • eConstruct SharePoint Site (secure site that requires permission to access):

eConstruct SharePoint Site

– User Guides housed on the eConstruct SharePoint Site:

  • Create Adobe Acrobat Certificate
  • Create Adobe Reader Certificate
  • Sign a PDF using Adobe Acrobat or Reader
  • Trust Another User's Certificate
  • Business Partner eSignature Application
  • Business Partner SharePoint Registration
  • Frequently Asked Questions
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