6.4.6    Executing the signing process

"Sign" is the last dialog of the signing function. The list contains all of your selected files. The list shows all the files you selected during file selection (see chapter 6.3.2).

The list-display

The rows of the list-display consist of the following columns:

·     File: Displays the file name. The entire path and file name are displayed when pointing the mouse pointer to the file name. Double clicking displays the file.

Note

Note: The creation of fields for visible PDF signatures can be done here by calling up the context menu in the file list.

·     eye symbol: The eye symbol indicates that the file was already opened (see chapter 5.1, section "Number of files to be viewed"). The symbol is grey in case the file was not already viewed.

·     Icon Mangifier: The magnifying glass in the "File" column calls up the programme for displaying the file that is associated with this file type on your computer, for example the programme "MS Word" for files with the extension docx.  

·     Status: This column displays the processing status of the file. The following status are possible:

-      New: The file wasn't yet processed;

-      Working: The file is currently processed;

-      Finished: The processing is finished;

-      Error: While processing the file an error occurred. If you point your mouse to that error, a tooltip shows the cause.

·     Result file: After successful processing, this column holds the path and filename of the signed file.

·     Lupen-Symbol zum Öffnen einer Datei: The magnifying glass icon, which can be used to call up the display programme matching the file extension together with the file, can be used here to a limited extent. PAdES signed PDF files can be displayed. All other signed files have the extension p7s. CAdES enveloping signed files with exactly one signature can also be opened with the display programme matching the file extension of the original file. All other CAdES enveloping signed files cannot be opened with the display programme matching the original file.

6.4.6.1       Sign button

With the Sign button at the bottom of the dialogue window you initiate the signing process and all files in the list are signed one after the other.

Lower dialogue section of the Sign function

In the lower dialogue section of the Sign function, below the file list and the selection of the successor programs, the settings you have made for this signing process are summarised. You can change the settings again before signing by returning to the Options dialogue page.

6.4.6.2       Entering the PIN

If you are signing with a signature card you must enter your PIN for the signature certificate for each file.

Attention icon

Attention:

·     Disconnecting card reader: Do not disconnect a card reader from the computer, as long as the program is running. Exit the program before disconnecting a card reader.

·     Removing signature card: Do not remove the signature card from the card reader during the signing process. Wait until the program has finished the signing process.

6.4.6.3       New or another signature card

If you are using a signature card for the first time in Governikus DATA Boreum, or if you are using another signature card than the one that was used before in Governikus DATA Boreum, you must enter the global PIN prior to the first signing process.

The global PIN authorises the usage of the keys of the encryption certificate. This is necessary, since the communication between card reader and Governikus DATA Boreum is only allowed encrypted for security reasons. Encryption certificates are transferred between card reader and Governikus DATA Boreum, which stay valid as long as you are using the same signature card for signing. If you change the signature card, its global PIN must be entered prior to the first signing process.

6.4.6.4       Login dialogue when requesting time stamps

If you have selected the checkbox "Apply timestamp" on the dialogue page "Options" at the bottom of the page, see chapter 6.4.3.4, the login dialogue for the Authentication Service will be displayed after you have clicked on the "Sign" button.

Hinweis

Note: Usually, you have received the login data together with the configuration data you entered in the "Governikus" tab in the settings, see also chapter 5.4.

Exception: If you have selected signing with the DATA Deneb Signature Service in addition to the option "Apply timestamp", the login dialogue will not be displayed, because you have already entered this data during key selection, see chapter 6.4.4. This login data only needs to be entered once. DATA Boreum stores this data in the temporary memory (cache). Only when you close DATA Boreum and call it up again do you have to enter this login data again.

The login dialogue for the authentication service is displayed.

Login-Dialog for Authentication Service

Figure 43: Login-Dialog for Authentication Service

6.4.6.5       Result file already exists

In case of detecting a file of the same name as the result file in the target directory, the "Target file exists" dialog is displayed. You can now choose whether to overwrite the existing file or rename the new result file. While renaming the file, the current date is added to the file name as prefix. However, you can as well cancel the execution.

6.4.6.6       Special case PDF file with visible signature field

If you have selected a PDF-file with more than one visible signature fields, you must select a signature field. The respective dialog window is displayed prior to signing. Here you can create new dynamic, visible signature fields. You must select a signature field.

·     Select signature field: If the document already contains empty signature fields, turn over to the page of the PDF file where the signature fields were created and select one by clicking on it. You can as well select your signature field from the table in the upper right part of the dialog page.

·     Acknowledge selection: You have to acknowledge the selection with the "Save" button. The dialog is saved and the signing process proceeds. Your visible signature is applied in the in selected the signature field.

Note

Note: Signature fields that already contain a signature cannot be selected.

 

Attention

Attention: The selection of the signature field on the dialog page is successful if a dark frame is displayed around the signature field and the respective checkbox is selected in the "signature fields" table, on the upper right side. Otherwise an error message is displayed after saving the dialog, claiming that the signature field could not be found.

6.4.6.7       Special cases of protected PDF files and empty files

Special case of protected PDF file

PDF documents can be protected against changes and are therefore partially or fully encrypted. In this case, no PAdES signature can be created.

If the batch of files to be signed contains a protected PDF file, this is recognised by DATA Boreum. The icon at the beginning of the line in the list of documents then shows a yellow circle with a black exclamation mark Icon mit schwarzem Ausrufezeichen in einem gelben Kreis für eine geschützte PDF-Datei.

Special case empty file

An empty file is not signed as it does not contain any content to be signed. In this case, an icon with a white cross in a red circle Icon mit weißem Kreuz in rotem Kreis als Warnung vor fehlerhafter PDF-Dateiis displayed at the beginning of the line in the list of documents.

Warning when processing protected PDF files or empty files

Protected PDF files or empty files are not signed. If the signature-process encounters such a file, processing is stopped. An error dialogue offers to end the entire processing-procedure or to ignore the protected PDF file or empty file and continue the process with the subsequent files.

The following illustration shows the "File selection" dialogue page with an example file list containing a protected PDF file and an empty file that are correctly recognised and marked by DATA Boreum.

Dialogue page “File selection" with protected PDF file and empty file

Figure 44: Dialogue page “File selection" with protected PDF file and empty file

The following figure shows an example of a message dialogue that is displayed if DATA Boreum encounters a protected PDF file when processing a batch of files. You can ignore the signature process for this file and all subsequent faulty files. In this case, subsequent non-faulty documents will be signed. Or you can cancel the signature process. In this case, subsequent non-faulty files will not be signed.

Information dialogue for protected PDF files

Figure 45: Information dialogue for protected PDF files

The following figure shows the error message that is displayed if the signature process was stopped due to an empty file.

Information dialogue for empty file

Figure 46: Information dialogue for empty file

If processing has been carried out to the end and protected PDF files and empty files have been ignored, a further error message is displayed at the end. This dialogue indicates that possibly defined follow-up processes will not be executed. Follow-up processes are not executed because their execution could lead to further errors. The processing status for each file is shown in the list of result files.

Information dialog - no execution of follow up processes

Figure 47: Information dialog - no execution of follow up processes

6.4.6.8       Upon completion pass files to the following program

Select a program from the list below, to further processes the result files. The default is "No subsequent processing". The selected program is directly invoked with the result files as parameters. In case the option is not checked the program-list is greyed out. The program list contains all programs that you have added in the "Processing" tab of the settings dialog, see chapter 5.2.

Logo des Mac OS Please mind, that for Mac OS only standard functions are available. Passing files to programs given in "Manage application" does not function for Mac OS.

Note

Note: You can as well select this option after the files are processed. Select the program, and click the right-arrow symbol right-arrow symbol to start the further program execution.

Attention: All result files are passed to the succeeding program.

Last dialog of the "Sign" function

On the last dialog of the sign function below the file list and the succeeding program list the settings are summarised that you have selected for this signing pass. Click on the "Sign" button to start the process.

Achtung

Attention: All settings, which you have configured, are summarised above the "Sign" button. Please inspect, whether you want to start the sign function with these settings or not. You can still change these settings prior to signing by returning to the "Options" dialog page.

Last dialog page of the "Sign" function

Figure 48: Last dialog page of the "Sign" function

Shortcuts on this page

·     Alt + Enter = Button "Sign"