Adding a Digital Signature to a PDF or XPS

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

Device Signature

This mode uses the device signature certificate and key pair inside the machine to add a digital signature to the document. The reader can then verify the device that signed the file, and whether or not the file has been changed after it was signed.

This mode is for a PDF and XPS file.

Visible Signature

This mode adds a visible signature on the first page of the PDF file. The reader can then easily see that the file has a digital signature. The reader can also check the detailed signature information from the Properties of the signature. In addition, you can decide the position of the visible signature displayed on the PDF file.

This mode is for a PDF file only.

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 "Digital Signatures.")

Press

(Main Menu) → [Scan and Send] → specify the destination → press the file format button.

Select [PDF] or [XPS] → press [Add Digital Signatures].

Press the digital signature you want to set.

Adding a Device Signature:

Making a device signature visible:

Adding a Device Signature:

Press [Device Signature] → [OK].

Making a device signature visible:

Press [Visible Signatures] → select the position for the signature → press [OK].

Press [OK].

IMPORTANT
If an error occurs when sending a multiple page PDF or XPS document with a digital signature, the reader is unable to open the document.

NOTE
If you want to set both digital signature and encryption on the PDF file, specify the settings for encrypted PDF as follows: When setting [Password Required to Change Permiss.] on the Encrypt screen, select [Changes but Extract Pages] from the Allow Changes drop-down list on the same screen. If the reader verifies a PDF and XPS file with multiple signatures using Adobe Reader/Adobe Acrobat or XPS Document Viewer, only the last signature applied to the file is varied. Other signatures are considered as changed as a result of adding signatures. 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) or the XPS format (such as XPS Document Viewer). The PDF/XPS file contains sender information that the reader of the file can use to validate the reliability of the device signature by matching it with the MD5 or SHA-1 message digest number. You can verify this information in [Certificate Thumbprint] on this machine. (See "Digital Signatures.") For information on the certificate authority that issues the User Certificate for each user compatible with the machine for adding a user certificate, see the notice included with the optional product. Take note of the following when setting visible signatures: You can only set Visible Signatures when a device signature is set for the PDF file. You cannot set Visible Signatures if [Format PDF to PDF/A] is set to 'On'. (See "Formatting PDF Files to PDF/A.")

NOTE

If you want to set both digital signature and encryption on the PDF file, specify the settings for encrypted PDF as follows:
When setting [Password Required to Change Permiss.] on the Encrypt screen, select [Changes but Extract Pages] from the Allow Changes drop-down list on the same screen.

If the reader verifies a PDF and XPS file with multiple signatures using Adobe Reader/Adobe Acrobat or XPS Document Viewer, only the last signature applied to the file is varied. Other signatures are considered as changed as a result of adding signatures.

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) or the XPS format (such as XPS Document Viewer).

The PDF/XPS file contains sender information that the reader of the file can use to validate the reliability of the device signature by matching it with the MD5 or SHA-1 message digest number. You can verify this information in [Certificate Thumbprint] on this machine. (See "Digital Signatures.")

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

Take note of the following when setting visible signatures:

You can only set Visible Signatures when a device signature is set for the PDF file.

You cannot set Visible Signatures if [Format PDF to PDF/A] is set to 'On'. (See "Formatting PDF Files to PDF/A.")