Digital Signature. Content. Ref Introduction. 2. Settings and result

Transcription

1 Digital Signature Ref Content 1. Introduction GOAL Learn how to configure and use the Digital Signature functionality. 2. Settings and result 3. Summary

2 Digital Signature Referenced Documents Ref Modeling-Objects-DocumentManagement- DigitalSignature

3 1 Introduction 0701/ 3

4 Introduction What is the Digital Signature? AuraPortal considers as Digital Signature the mechanism that guarantees, using a computer, that a certain content has not been modified when it reaches its destination. Mechanisms AuraPortal includes the following mechanisms of Digital Signature: PDF Signature A PDF document will be created and it won t allow modifications. Certified Signature The document will be signed with a digital certificate. Digital Certificates are issued by official certifying entities which guarantee, with legal validity: That the document has not been modified since it was signed. That the signature is authentic. Guaranteed Signature Signature created by AuraPortal, only for Word Documents, that guarantees that the Signature belongs to the assigned AuraPortal User and doesn t allow the document to be modified. 0701/ 4

5 Introduction Elements that can be signed with a Digital Signature in AuraPortal Regardless of the fact that in AuraPortal we can always store documents with any type of Digital Signature, AuraPortal includes everything necessary to sign the following elements digitally: Forms in Process Tasks and Messages (Start and Intermediate) Documents (and any file) integrated in Processes Documents in Libraries (Automatic Documents) Notifications Lines in Groups of Fields 0701/ 5

6 2 Settings and Results 0701/ 6

7 Two fields are involved in Digital Signature 1. Library Used for Digital Signature in integrated documents. It can be configured in the Dictionary of Terms, but it can be customized in the Form where it is placed. 2. Digital Signature Used for Guaranteed Digital Signature in Forms, Lines of Groups of Fields, Word Documents and Automatic Documents. It is created in the Dictionary of Terms, but the configuration is made in the Form. 0701/ 7

8 Library term The configuration of both terms is different from the configuration of the Form where they are placed. Digital Signature term 0701/ 8

9 Configuration of Digital Signature in the Library Stamp Digital Signature From this option, we indicate the possibility to sign or not in this library. Stamp If we select Digital Signature = Yes, we can create a stamp for the pdf documents that are signed with or without a certificate. Design Next we will see how to design the Stamp. 0701/ 9

10 Configuration of Digital Signature in the Library Stamp Image Here we indicate the image we want to appear in the Stamp. Text Here we can add the performer, the date in which it is signed and any other text. Stamp Here we can add a background color or a border. Result John Doe (ap1) 25/12/ :36 Lorem ipsum dolor sit amet, consectetur adipiscing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. 0701/ 10

11 Configuration of Digital Signature in the Library Signature Certified/Guaranteed Here we can select the type of Signature of the ones available. 0701/ 11

12 Configuration of Digital Signature in the Library PDF Signature with or without Stamp Without Certificate Requirements Nothing needs to be installed; AuraPortal includes all necessary. Behavior On signing a document stored in a Library, it will be converted to pdf. If it has a stamp, it will appear inside the pdf document. If the format can t be converted to pdf, a.pdf file will be created with a link to the document. The file will be opened on clicking on the link. Result PDF Signature (without Stamp, not Certified). PDF Signature with Stamp (not Certified). 0701/ 12

13 Result of PDF Digital Signature with Stamp The result of the stamp: Stamp On signing the document, it would be stamped with the stamp designed in the configuration of the Library where it is located. 0701/ 13

14 Configuration of Digital Signature in the Library Certificate in the Server Requirements One or several certificates must be installed in the server. Behavior On signing a document stored in a Library with a Certified Signature, it will be converted to pdf. If it has a stamp, it will appear inside the pdf document. If the format can t be converted to pdf, a.pdf file will be created with a link to the document. The file will be opened on clicking on the link. We must indicate which certificate will be used when signing the document. The certificates must have been previously installed in the server where the installation is; if that is the case, they will appear on the list. The performer s name and any other text may appear. Result PDF Certified Signature (with or without stamp). 0701/ 14

15 Configuration of Digital Signature in the Library Certificate in the Performer s PC z z Requirements One or several certificates must be installed in the Performer PC. Install Java Virtual Machine. Behavior On signing a document store in a Library with a Certified Signature, it will be converted to pdf. If it has a stamp, it will appear inside the pdf document. If the format can t be converted to pdf, a.pdf file will be created with a link to the document. The file will be opened on clicking on the link. In both cases, if it has a signature, it will appear inside the document. From this option, we access the Advanced Settings, where we can indicate: - Check wether the certificate has been revoked (technically valid certificates that have been revoked by the certifying entity because of theft, loss or similar. The checking is made through the OCSP protocol. - Check wether the certificate has expired. - What date/time will appear in the signature (the user s computer or the Server). Result PDF Certified Signature (with or without stamp). 0701/ 15

16 Configuration of Digital Signature in the Library Certified in Word Requirements Install the Certificate in the Perfomer PC (it can be a Word Certificate or any other). Behavior On signing a Word document stored in a library with Certifed Signature, it is blocked and no modifications can be made. The Certificate must be in the Performer s PC (it can be a Word certificate or any other). No conversion to pdf. No stamp is allowed. Result Certified Signature in MS Word document. 0701/ 16

17 Configuration of Digital Signature in the Library Guaranteed in Word Requirements Each user who is going to sign needs to have their PIN configured. The AuraPortal Utilities and MS Word must be installed in the Performer PC. 0701/ 17

18 Settings 1 Configuration of the Guaranteed Signature for Employee Users: Access the Employee Portal Access Employee s Private Date from your Record 3 Add the Image and the PIN Configuration of the Guaranteed Signature for External Users: 1 Access the External Portal 2 Access the Role Data from your Account Record 3 3 Add the Image and the PIN from the grid or the Role Record 0701/ 18

19 Settings External and Guest Users can modify the Image and the PIN of the Digital Signature with a button in their Record. If the PIN is left blank, no PIN will be requested when signing. 0701/ 19

20 Exercise Customize Signature Download exercise

21 Configuration of Digital Signature in the Library Guaranteed in Word Integrated Documents Requirements Each user who is going to sign needs to have their PIN configured. The AuraPortal Utilities and Word must be installed in the Performer PC. Allocate Signature Behavior On signing a Word document integrated in a Library with a Guaranteed Signature, we must open the Document, allocate the Signature and Sign from the corresponding option; the document will not allow further modifications. Result Guaranteed Signature in Word document. 0701/ 21

22 Allocate Guaranteed Signature Lou Roeder 20/12/2015 (14:35) Sign with Guaranteed Signature 0701/ 22

23 Configuration of Digital Signature in the Library Guaranteed in Word Base Documents Requirements Each user who is going to sign needs to have their PIN configured. The AuraPortal Utilities and Word must be installed in the Performer PC. We can place one or several Terms of the type Digital Signature. One or several Signatures can be allocated. Behavior On creating the Automatic Document, if it has a term of the type Digital Signature and it has content, the document will be signed once created. Moreover, if it has one or more signatures allocated and admits more than one signature, we will open the Document to Sign it with the Guaranteed Signature in the location chosen. Result Guaranteed Signature in Word document. 0701/ 23

24 0701/ 24

25 Result of the Automatic Document Digital Signature with a term type Signature The content of the field appears. The document is Signed and it can t be modified. Guaranteed Signature in allocated Signature Select Allocation and Sign. Lou Roeder 20/12/2015 (14:35) David Sorensen 22/12/2015 (19:15) 0701/ 25

26 Configuration of the Digital Signature in the Library Accepts subsequent Signatures Accepts subsequent Signatures No: the document will be protected after being signed and no more signatures will be accepted. Yes: no modifications will be possible, but more signatures will be accepted. 0701/ 26

27 Usability Signature in Forms General Terms and Groups of Fields Now that we have configured our image and PIN in our Record, let s see how to enter a Guaranteed Signature into a Form. This example can be applied to both General Terms and Columns of Groups of Fields of the type Digital Signature. 3º The Form is signed. To remove the signatures, click on the button Delete and enter the PIN. If the signature is placed in a column of a Group of Fields, the line is blocked, unless in the configuration of the Group of Fields in the Dictionary, we indicated the option All (in the event there is more than one column of the type Digital Signature). 1º Click on the viewer that appears in the term 2º Enter your PIN and press accept Lou Roeder 20/12/2015 (14:35) 0701/ 27

28 Usability Signature in Notifications General and Groups of Fields Terms We can also include Digital Signature terms in Notifications. The result will be that the content of the Digital Signature term will appear in the body of the notification. [3_Comments] Hi! This is the text placed in the Comments Field in the Panel [3_Digital Signature] Lou Roeder 20/12/2015 (14:35) 0701/ 28

29 3 Summary 0701/ 29

30 Summary PDF Signature Without Stamp Not Certified. PDF Signature With Stamp Not Certified. PDF Certified Signature (with or without Stamp). Guaranteed Signature in MS Word document. Certified Signature in MS Word document. When creating a Library, these two options are marked by default. 0701/ 30

31 Summary Type of Digital Signature Available in Mobile Devices Availability Requirements PDF Signature Yes All included in AuraPortal PDF Signature with Certificate in the Server Yes Any file or documented integrated in Processes. Digital Certificate in Server PDF Signature with Certificate in the performer s PC No Digital Certificate in Customer Guaranteed Signature in Forms Yes General Term- data type: Digital Signature. Guaranteed Signature in Groups of Fields Guaranteed Signature in Automatic Yes Only with Signature term, not Columns of the type Digital Signature in a Group of Fields. Word Base Documents, both integrated in All included in AuraPortal Documents with Signature allocation Processes and in Libraries. Guaranteed Signature in Word documents Certified Signature in Word documents No With certificate in the Server Word Documents integrated in Processes. Digital Certificate in Customer 0701/ 31

32 Summary Digital Signature When an integrated document has been signed in AuraPortal, the specific icon that identifies the type of signature is displayed. PDF (without Stamp, not Certified) PDF with Stamp (not Certified) PDF Certified (with or without Stamp) Guaranteed in MS Word documents Certified in MS Word documents Example of signed document 0701/ 32

33 Exercise Not Certified Signature Download exercise

34 Contact Thank you! AuraPortal Training School Digital Signature Ref PR0200/