Setup and Usage of Digital Signatures: Rev. Author Change Description Date

Setup and Usage of Digital Signatures
WI REVISION HISTORY Rev.

1.0 1.1 2.0
Document#:CQ-WI-002 Version #: 2.0 Effective: 30-APR-2011
Author
Robert Reff David Wancio David Wancio
Change Description
Original based on steps created by Norm Angemi Updated document template, added steps for use with Acrobat 7.0. Deleted the section on verifying signatures. Updated document template, renumbered as CQ-WI-002. Added steps for use with Acrobat 9.0.
Date
20-MAR2006 27-FEB-2009 31-MAR2011
APPROVALS/SIGNATURES Author
David Wancio
Title
QA Manager
Signature
Digitally signed by David Wancio DN: cn=David Wancio, c=US, o=Liquent, ou=Knowledge and Quality, email=david.wancio@liquent. com Reason: I am the author of this document Date: 2011.03.31 16:27:40 -04'00'
Date
Approver
Barbara Lassoff
Title
Director, Knowledge and Quality
Signature
Date
Barbara Lassoff
Digitally signed by Barbara Lassoff DN: cn=Barbara Lassoff, c=US, o=Liquent Inc., ou=Knowledge and Quality, email=barbara. lassoff@liquent.com Reason: I am approving this document Date: 2011.03.31 16:37:36 -04'00'
Copyright 2010 Liquent
Confidential Property Not to be Reproduced Except by Authorized Personnel
Page 1 of 25
Setup and Usage of Digital Signatures Table of Contents

1 2 3
PURPOSE ............................................................................................................................................. 3 SCOPE .................................................................................................................................................. 3 REFERENCE DOCUMENTS ................................................................................................................ 3 3.1 Internal Documents ....................................................................................................................... 3 3.2 External Documents ...................................................................................................................... 3 DEFINITIONS ........................................................................................................................................ 3 GENERAL .............................................................................................................................................. 3 PROCEDURE ........................................................................................................................................ 3 6.1 Creating a digital image of your signature .................................................................................... 3 6.2 Creating a digital signature ........................................................................................................... 4 6.2.1 Using Adobe Acrobat v7.0 ........................................................................................................ 4 6.2.2 Using Adobe Acrobat v9.0 ........................................................................................................ 7 6.3 Creating Signature Fields............................................................................................................ 11 6.3.1 Using Adobe 7.0...................................................................................................................... 11 6.3.2 Using Adobe 9.0...................................................................................................................... 13 6.4 Signing a Document with Signature Fields ................................................................................. 15 6.4.1 Using Adobe 7.0...................................................................................................................... 15 6.4.2 Using Adobe 9.0...................................................................................................................... 18 6.5 Signing a Document without Signature Fields ............................................................................ 20 6.5.1 Using Adobe 7.0...................................................................................................................... 20 6.5.2 Using Adobe 9.0...................................................................................................................... 23
4 5 6
Page 2 of 25

1 PURPOSE
The purpose of this work instruction is to provide directions on how to create a digital signature with Adobe Acrobat, create signature fields on documents and sign documents using Adobe Acrobat.
SCOPE
This work instruction applies to all employees who digitally sign documents using Adobe Acrobat.
REFERENCE DOCUMENTS
3.1 Internal Documents
Title
CQ-001 Controlled Document Lifecycle Process 3.2 External Documents
Title
N/A
DEFINITIONS
Digital Signature Digital ID PDF
GENERAL
N/A
6
6.1
PROCEDURE
Creating a digital image of your signature The steps described below will assist you in creating a digital image of your signature. This image is needed in order to embed your signature as part of your digital signature.
Step
1.
Action
Use a marker pen or any dark colored ink, legibly sign your complete name multiple times on a blank page (make sure to leave blank space between signatures). Scan the signed paper with resolution of 300 dpi and save the output as a PDF file.
2.
Page 3 of 25

Step
3. 4.
Action
Open the PDF file, select the clearest version of the signature and copy the image. Click on the Start button and launch Windows Paint from Accessories and paste the image you copied from the PDF file. Then crop the extra white spaces around signature and save the image as signature.tif on your hard drive.
6.2
Creating a digital signature The steps described below will assist you in creating a digital signature in Adobe Acrobat using the image you created in section 6.1.
6.2.1 Using Adobe Acrobat v7.0
Step
1. 2.
Action
Click: Start>All Programs>Adobe Acrobat Professional 7.0. To create an Adobe digital signature select: Advanced > Security Settings. The following dialog box appears:
3.
Select Digital IDs on the left and then click Add ID on the right. The following dialog box opens:
Page 4 of 25

Step
4.
Action
Select the Create a Self-Signed Digital ID radio button. Click Next. The following message window appears:
5.
Click Next. The following dialog box opens:
Page 5 of 25

Step
6.
Action
Select the Windows Certificate Store radio button. Click Next. The following dialog box opens:
7.
Enter in the following Information: Name: Full Name Organizational Unit: Your Group Name (ex: Quality) Organization Name: Liquent, Inc. Email: first name.last name@liquent.com Click Finish.
8.
Your digital ID file will now appear in the Security Settings screen:
Page 6 of 25

Step
9.
Action
Select the digital ID that you have just created. Click Set Default and select For Signing and Encryption
6.2.2
Using Adobe Acrobat v9.0
Step
1. 2.
Action
Click: Start>All Programs>Adobe Acrobat Professional 9.0. To create an Adobe digital signature select: Advanced > Security Settings. The following dialog box appears:
Page 7 of 25

Step
3.
Action
Select Digital IDs on the left and then click Add ID on the right. The following dialog box opens:
4.
Select the Create a Self-Signed Digital ID radio button. Click Next. The following message window appears:
Page 8 of 25

Step
5.
Action
Click Next. The following dialog box opens:
6.
Select the Windows Certificate Store radio button. Click Next. The following dialog box opens:
Page 9 of 25

Step
7.
Action
Enter in the following Information: Name: Full Name Organizational Unit: Your Group Name (ex: Quality) Organization Name: Liquent, Inc. Email: first name.last name@liquent.com Click Finish.
8.
Your digital ID file will now appear in the Security Settings screen:
9.
Select the digital ID that you have just created. Click on Set Default and select For Signing and Encryption
Page 10 of 25
6.3
Creating Signature Fields 6.3.1 Using Adobe 7.0
Step
1. 2.
Action
Open the document. Click on Sign, select Create a Blank Signature Field.
3.
The following dialog box opens:
Page 11 of 25

Step
4.
Action
Click OK. The dialog box closes and the cursor becomes a cross hair pointer. Select the area where you want the signature field to appear:
5.
The signature field appears on the form and the following dialog box opens:
6.
Click Close. The dialog box closes. Save the document, close Acrobat.
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6.3.2
Using Adobe 9.0
Step
1. 2.
Action
Open the document. Click on Forms, select Add or Edit Fields
3.
Click No. 4. The form editing window opens:
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Step
5.
Action
Click Add New Field, select Digital Signature:
6.
Select the area that you want the signature field to appear on the form:
7.
Save the document, close Acrobat.
Page 14 of 25
6.4
Signing a Document with Signature Fields 6.4.1 Using Adobe 7.0
Step
1. 2.
Action
Open the document. Click on Sign, select Sign this Document:
3.
The following dialog box may appear:
Click Continue Signing. 4. The Document Is Not Certified dialog box closes and the following dialog box opens:
Page 15 of 25

Step
5.
Action
Select the Sign an existing signature field radio button and Click Next. The following dialog box opens:
Click OK. 6. Select the Hand tool from the toolbar and point to the signature field.
Click in the signature field. 7. The following dialog box may appear:
Click Continue Signing.
Page 16 of 25

Step
8.
Action
The Apply Signature to Document box appears:
Select a reason for signing the document. Click Sign and Save As 9. Rename the document if necessary and select a location to save the document. Click Save, the signature appears in the document and the following dialog box appears:
10.
Click OK and close Adobe.
Page 17 of 25

6.4.2 Using Adobe 9.0
Step
1. 2.
Action
Open the document. Click on the highlighted signature field.
3.
The Sign Document dialog box opens:
4.
Select the Digital ID that you want to sign the document with and click Sign.
Page 18 of 25

Step
5.
Action
The Save As dialog box opens:
Rename the file as needed then select a location for saving the file and click Save. 6. Your signature appears on the document.
7.
Close Adobe.
Page 19 of 25
6.5
Signing a Document without Signature Fields 6.5.1 Using Adobe 7.0
Step
1. 2.
Action
Open the document. Click Sign, select Sign the Document
3.
The following dialog box may open:
4.
Click Continue Signing. The following dialog box opens:
Select the Create a new signature field to sign radio button and click Next.
Page 20 of 25

Step
5.
Action
6.
Click OK. The cursor becomes a cross hair, select the area that you want your signature to appear on the document:
Page 21 of 25

Step
7.
Action
The Apply Signature to Document dialog box opens:
8. 9.
Select the reason for your signature. Click on Sign and Save As The Save As dialog box opens:
10.
Rename the document as needed and select a location to save the document. Click on Save.
Page 22 of 25

Step
11.
Action
Your signature appears on the document and the Apply Signature to Document dialog box opens:
12.
Click on OK. Close Adobe.
6.5.2
Using Adobe 9.0
Step Action
1. 2. Open the document. Click on Sign, select Sign Document.
3.
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Step Action
4. Click OK.
The cursor becomes a cross hair pointer. Highlight the area where you want your signature to appear:
5.
The Sign Document dialog box opens:
Select your Digital ID to sign the document with from the Sign As pick list. Click on Sign.
Page 24 of 25

Step Action
6. The Save As dialog box opens:
7. 8.
Change the name of the file as needed and select the location where the file should be stored. Click on Save. Your signature appears on the document.
9.
Close Acrobat.
Page 25 of 25

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Setup and Usage of Digital Signatures

WI REVISION HISTORY Rev.

Document#:CQ-WI-002 Version #: 2.0 Effective: 30-APR-2011

Copyright 2010 Liquent

Confidential Property Not to be Reproduced Except by Authorized Personnel

Setup and Usage of Digital Signatures Table of Contents

Document#:CQ-WI-002 Version #: 2.0 Effective: 30-APR-2011

Copyright 2010 Liquent

Confidential Property Not to be Reproduced Except by Authorized Personnel