Each document version can be signed by several users. You can see if document versions are signed or not on the Versions tab of the document page (fig. 1).
ELMA can store several signed versions of one document but only one version can be Current. A signed document version cannot be changed. To make changes, you have to create a new document version.
Fig. 1. Document page. Versions tab. Signatures
There are several ways to sign a document in ELMA:
click Actions - Sign Document on the document page (fig. 2);
go to the Versions tab of the document page and select Sign in the context menu of the required version (fig. 3);
Fig. 3. Document version context menu. Sign button
when adding a new document version, check the Sign, Sign attributes with digital signature or Sign content with digital signature box in the opened dialog box (fig. 4).
Fig. 4. Dialog box for adding a document version
If an external encryption provider is selected in the Digital Signature Settings, the dialog box will contain the Sign Content with Digital Signature box (fig. 4).
fill in and save all the signature templates in Administration – Document Management – Digital Signature Templates;
have permissions to sign documents. The permissions are assigned in Administration – Document Management – Permissions for Accessing Document Management Section.
Signing a document version with digital signature is similar to signing a document version without digital signature. The difference is that you have to check the following boxes (fig. 5):
Sign Attributes with Digital Signature - This checkbox is always available if you have installed ELMA ECM+; select this check box to sign only the document attributes (the signature is valid only within ELMA).
Sign Content with Digital Signature - This checkbox is available if you have installed ELMA ECM+ and have selected the external encryption provider. Select this check box to sign the current document version. The document version can be downloaded to your computer.
Fig. 5. Dialog box for signing a document
If you check both boxes, the document attributes and the document version are signed.
After clicking Sign Document Version (fig. 5) the Create Digital Signature dialog box will open (fig. 6).
Fig. 6. Create Digital Signature dialog box
In this dialog box, you have to select the required certificate. When you select a certificate, the Text to Sign * field will display information on the certificate according to the template settings. You cannot change the content of this field. An example of this field is shown in fig. 6.
To complete signing the document version, click Sign. The selected document version will be signed with digital signature.
The signed document versions are marked with the following icons:
– signed document version with the Current status;
– signed document version with the Outdated status.
Next to these icons are links with the signature numbers. When you click on a link, a dialog box opens (fig. 3) containing information on the users who signed the document version, the digital signature, signing date and comment.
Fig. 7. Dialog box with signatures information
When you click on a user name in the User column, a dialog box with the user profile opens, and when you click on a user name in the Digital Signature column, a dialog box with information on the digital signature opens (fig. 8).
Fig. 8. Dialog box with digital signature information
At the top of the Signature Information dialog box, there may be an additional Warnings line. This line can be displayed for various reasons. For example, a warning is displayed if the Authority Key Identifier does not match the one specified in the settings. To configure the Authority Key Identifier, go to Administration - System Settings - Security Settings.
The warning text may differ. The following warning options are possible: "According to the system clock or the time stamp in the signed file, the certificate has expired or has not yet become active." "The certificate has been revoked." "Failed to get a root certificate to check the publisher."
At the bottom of the Signature Information dialog box you will find download links for the signature and the document content. If you use an external encryption provider and select the Sign content with digital signature check box (Figure 5) in this dialog box (Figure 8), you will have the download link for the document . This feature allows you to save and send downloaded files to the EDS authentication.
Please note that only an external encryption provider can legalize the content, in this case the extended digital signature is used (CAdES).
Editing a document version in the root file
If the document version is edited and saved in the root file located in the directory .. \ Shared folder with system files \ ELMA\ UserConfig \Files, then you will see the following message on the document page: Invalid signature.
Fig. 9 Document page. General Information tab.
After clicking on this message, a dialog box will open (fig. 10), which will show EDS details.
