How to Use a Digital Signature Certificate to Sign a Document
You can sign a document online with a digital signature certificate (DSC), negating the need to be present in person to turn in the essential form. These days, DSCs are utilised so often that they can be employed for significant internet tasks, including work for the government. The possibility of working from home certainly makes things much more convenient. The registration of a new business or company is one of the most popular uses for a DSC. Consequently, you need a DSC to operate if you wish to take part in India's start-up culture. In this article, we will explain the process of using a DSC to sign a document. Before that, let us help you brush up on the basics of DSC.
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What is a Digital Signature Certificate (DSC)?
The electronic version of a physical or paper certificate is called a Digital Signature Certificate (DSC). Passports, membership cards, and driver's licences are a few examples of tangible physical certificates. You must first apply for your Digital Signature Certificate from any registered Certifying Authorities to utilise the digital signature. Once you receive your DSC and the USB token attachment, you may quickly use it to sign any online PDF document. The most secure way to digitally sign a document is using a USB token that has your DSC.
Using a Digital Signature Certificate to Sign a Document
When a document is digitally signed, it becomes encrypted. As previously stated, emails and other digitally transferred documents contain a digital signature certificate. By utilising encryption technology, these signatures offer and improve security. Sensitive data, including the signature, is encrypted; following verification, it is decrypted and available. Documents are signed using both digital and electronic signatures, which are generated online.
How to Use a Digital Signature Certificate to Sign a Document: A Step-by-Step Guide
Step 1: Set up Emsigner on your PC. You can access the government website and download Emsigner to your PC. Emsigner can be downloaded on your computer by following the installation procedure.
Step 2: Get Java installed on your PC. Java can be downloaded to your computer by browsing the Java website's downloads area. Setting a path is necessary once the file has been downloaded and installed on your computer. Right-click on This PC in My Computer to set a route. Choose Properties from the drop-down option. Next, select Environment Variable under Advanced System Settings.
Click New on the System Variable tab, then copy and paste the following:
JAVA_HOME is the variable name
(C:\Program Files (x86)\Java\jre1.8.0_161) is the variable value.
Click OK when finished.
Step 3: Configure the sender email. Click on My Account (next to the Logout button) after signing into your Gmail account. Go to Security and sign in here. After that, turn on "Allow less secure apps."
Step 4: Sign any document. Choose the document you want to sign. Remember that signing is only possible for PDF files in the chosen folder. Choose the folder you want to store the signed documents in. A new folder can be made here. Choose your DSC or signed picture. Choose whether to sign using an image-based or DSC method. Your signature procedure will begin when you choose a signing template, click "Start Signing Now," and enter the DSC password that was used to sign the papers.
After signing, the documents will be saved to the output folder generated in step two.
Step 5: Email signed documents. The signed documents are saved in the output folder named "ABC" after being signed. There is a file called "signingresults.xlsx" in the same folder. Open it and execute the steps listed below:
With each signed document, insert the recipient's name and email address in the appropriate columns.
Next, select "Add new sender details" to create a new email template.
Provide the template a name.
From the drop-down option, choose an email provider, such as Gmail or Outlook. Choose "Custom" from the dropdown menu if your email address is a custom one, such as sharma@sharma.com.
Enter the hostname and server port; enter the sender name, email address, and password.
Save the template, type the email's topic, and select "Start Email."
Every receiver listed in the signingresults.xlsx file will receive an email. The error report under the "Activity Log" page will reveal any failures.
Benefits of Digital Signature Certificate
Authentication: A digital signature certificate has further strengthened the authenticity of the document, which could potentially be used as proof in court.
High Security: A DSC minimises the chance of fraud and message or document tampering. This certificate ensures the legitimacy of the signature.
Cost-effective: Because the DSC holder does not need to be present in person to carry out or certify a business transaction, a digital signature certificate lowers the cost required to complete a transaction.
Time-effective: DSC is speedier, less expensive, and saves time because it is in a virtual format, enabling documents to be authorised with a single click.
Simple Verification: If necessary, the DSC holder may rapidly confirm the business transaction by submitting the DSC to government officials.
Conclusion
A cryptographically secure key issued by a certifying authority (CA) to confirm and authenticate the identity of the certificate holder is called a Digital Signature Certificate (DSC). DSCs are primarily issued and utilised when companies need to securely authenticate the signature, evaluate the signed copy, and digitally sign documents online. You must understand the process to securely and effectively sign documents using a DSC.
FAQ
Q1. How to sign documents digitally?
In compliance with the Information Technology (IT) Act of 2000, the signer must get a Digital Signature Certificate (DSC) from a Certifying Authority (CA) licensed by the Controller of Certifying Authorities (CCA) to generate electronic signatures.
Q3. How do I use my digital signature?
Choose the certificate option from the menu that opens under the tools option. Once the menu bar is accessible, three options can be found beneath it. They are all digitally signed, timestamp-validated, and verified. The digital sign option must be chosen.
Q4. How to use a digital signature pen drive?
The user's approved personal information is needed to confirm that the digital signature is maintained in a digital signature certificate. A USB token is a tangible object that simulates a pen drive and has software loaded that contains the user's certified personal data.
Q5. How to digitally sign a PDF using DSC?
The recipient can open the document after it appears in their mailbox, click "Fill & Sign," and then choose "Add Digital Signature." Follow the directions to create a digital ID or add a digital signature to the PDF. The signed PDF can then be downloaded, distributed, or even used to create reminders and status updates.
Q6. What is a digital signature used for?
In digital communications, tampering, and impersonation are issues that a digital signature is meant to address. The origin, identity, and status of electronic documents, transactions, and messages can all be verified with digital signatures. Informed consent can also be acknowledged by signers using them.
Q7. How to activate a digital signature?
The Acrobat e-signature software allows you to create a digital or electronic signature. Pick the option to digitally sign by clicking the review link. To start using your digital signature, choose a name and signature provider, then log in. After that, you can verify and assess your signature.
Q8. Is digital signature accepted in India?
The Indian Contract Act of 1872 ("ICA"), the Information Technology Act of 2000 ("ITA"), and the Electronic Signature or Electronic Authentication Technique and Procedure Rules, 2015 ("ESEATPR") all mention electronic signatures as being legally acceptable in India.
Q9. Who is eligible for a digital signature?
It could be for government, business, or personal use. As part of the Digital Signature Certificate issuance procedure, you must submit papers about your company or government entity for verification if you select "Company" or "Government" as your user type.
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