How to Set Up Secure Company Digital Signatures in PDF
Question details
The organization needs to establish managed, secure digital signatures that require authentication, prevent users from signing for others, and maintain validity both internally and with external partners.
- Product
- PDF Editors and E-Signature Services
- Device & OS
- not provided
- Scenario
- Deploying secure, authenticated digital signatures for company-wide PDF document workflows.
- Observed behavior
- The company wants to implement certificate-based digital signatures to ensure accountability, strict identity validation, and external document trust.
Before configuring your signatures, determine whether your company requires a public Trusted Certificate Authority (CA) for external document validity, or if an internal Public Key Infrastructure (PKI) is sufficient for internal-only workflows.
Implement Certificate-Based Digital Signatures via a Trusted CA
This is the most secure method to ensure your company's digital signatures are legally binding and automatically trusted by external recipients' PDF readers.
Using a recognized Trusted Certificate Authority ensures external PDF software will automatically validate the signature without manual trust configuration. To prevent users from signing for others, certificates must be issued strictly to authorized individuals and protected by robust credentials.
Purchase individualized document signing certificates from a recognized Trusted Certificate Authority (such as DigiCert or GlobalSign) for authorized signing employees.
Store the private keys on hardware-backed credentials, such as USB smart tokens, or a secure cloud Hardware Security Module (HSM). This prevents employees from copying certificates and forging signatures.
Distribute the hardware tokens and configure the company's PDF software (like WPS Office or Adobe Acrobat) to point to the secure certificate repository when a user selects the 'Sign Document' tool.
Ensure your IT department maintains control over the certificate issuance process. If an employee leaves, immediately revoke their certificate so the PDF software's validation process will mark future signatures as invalid.
Deploy an Enterprise E-Signature Service
Ideal for organizations looking to streamline workflows, maintain cloud-based audit trails, and avoid manually managing raw certificates on individual computers.
Sign PDFs Securely with WPS Office
WPS Office provides robust PDF editing and digital signature features, allowing you to easily import company-issued digital certificates, sign documents securely, and verify signature validity for external sharing.
- 1. Open your PDF: Launch WPS Office and open the PDF document that requires a digital signature.
- 2. Access the Signature Tool: Navigate to the 'Protect' tab on the top ribbon and select the 'Sign Document' or 'Digital Signature' option.
- 3. Import Your Certificate: Choose 'Import Digital Certificate' and locate the company-issued ID file on your system or connected hardware token.
- 4. Authenticate and Sign: Enter your unique certificate password to authenticate your identity, then click on the document to place your secure, verifiable digital signature.
Frequently Asked Questions
What is the difference between an electronic signature and a digital signature?
An electronic signature can be a simple typed name or a drawn image of your signature. A digital signature uses cryptographic certificates (PKI) to securely authenticate the signer's identity and ensure the document has not been altered since it was signed.
How can I prevent employees from signing documents for each other?
You can prevent this by protecting each employee's digital signing certificate with a unique, strong password. For higher security, issue hardware-backed credentials (like smart cards or USB tokens) that require physical possession to sign a PDF.
Why does my digital signature show as 'Unknown' or 'Invalid' to external recipients?
This usually happens if your company uses a self-signed certificate or an internal company PKI that the recipient's computer does not recognize. For external recipients' PDF readers to automatically trust the signature, you must use a certificate issued by a public Trusted Certificate Authority (CA).
Can I manage certificate revocation if an employee leaves the company?
Yes. If you are using a managed internal PKI or a Trusted CA, the IT administrator can revoke the specific certificate. When someone opens a PDF signed after the revocation date, the PDF reader will check the Certificate Revocation List (CRL) and flag the signature as invalid.
