Signing a Document

The Laserfiche app lets you sign a new document using an electronic signature and an existing repository document using a digital signature.

An electronic signature refers to the acknowledgment of an electronic message, transaction or document. For example, a typed name at the end of an email, or in this case, a handwritten but digitally captured signature made on a touch device.

A digital signature is more secure and includes a certificate of authority, such as a Windows certificate, to ensure the validity of the signature's author. It provides a method for indicating that a document is authentic, has been signed by a particular person, and has not been modified since the signature was applied.

Digital signatures can be used in a variety of ways. For instance, a manager might use a digital signature to indicate they have approved a document; validating the digital signature would verify that it is indeed that person who approved the document, and that the document has not been further modified since its approval. Alternately, a user might sign documents after importing them to indicate the import process is complete and all relevant information has been included, and that signature could be validated to see whether changes have been made to the document since its import. For information on distributing certificates for digital signatures, see the Distributing Digital Signatures topic.

Note: The Laserfiche Mobile Server 10.2 or later is required to apply a digital signature.

Note: A digital signature in Laserfiche signs the document's electronic document content, page images, signature comments, and signing images. It does not sign page text, metadata, or annotations. Page text, metadata and annotations can be modified without invalidating the signature; electronic document contents, page images, and signature details cannot.

  1. Create a new document by taking a picture, selecting one from the gallery, or attaching one to a form.
  2. A preview of the picture will be displayed. Press the Signature button and a Signature dialog will appear.
  3. Press black, blue, or red to choose a color you want to sign with.
  4. Do one of the following:
    • Use your finger or stylus to sign or draw a sketch above the line.
    • To apply a typed signature, press the Type button Typed Signature at the bottom and enter your name in the top box. Press the Style to choose a style for the typed signature. To change back to drawing mode, press the Draw button Draw Signature.


  5. To add a date to the signature, press the Date button Date button at the bottom, select the desired date, then press Set.
  6. To redo the signature, press the Undo button at the bottom right.
  7. When finished, press the check mark at the top right.
  8. A preview of the image with the signature and/or date will appear (with the signature selected). You can move the signature and/or date around and resize it with a stylus or your finger.

  9. To remove the signature or drawing, press the Delete button. To add another signature or drawing, press the Signature Signature button button and repeat steps 2-5. When finished, press the check mark at the bottom right. Press the X to cancel the signature or drawing.

To sign a document with a digital signature, you must specify a signing certificate that you will use to sign the document.

If using an Android device, you must export and store the private key certificate (.pfx) in a third party application. To do this:

  1. Export the private key certificate (.pfx) from the Manage User Certificates. dialog box. When exporting, make sure you select the Include all certificates in the certification path if possible option.
  2. Once exported, store the .pfx in a third party application.
  1. In the Folder Browser, select the checkbox next to the document you want to sign.
  2. Press the More Options More Options button button at the top right and press Digital Signature. Or long press the document, then press Digital Signature.

  3. On the Digital Signature page, next to Certificate, press Select, then Import a Certificate. Navigate to the third party app containing the private key certificate (.pfx).

  4. Select the desired certificate. If the certificate is password protected, enter the password and press OK. The certificate will then be listed in the Pick a Certificate dialog box. Press the certificate.
  5. Next to Image, press Upload to choose an item to represent your digital signature. You can draw your signature (using your finger or stylus), upload an existing image from a third party application, upload an existing image from your device, or take a new picture. You can also press Remove to remove or change the item representing your digital signature.

    • Draw signature: Pick a color (black, blue, or red), and use your finger or stylus to draw a sketch or sign your name above the line. Or, you can press the Type button to type your name. Press Style to choose a style for your signature. Press the Draw button to change back to drawing mode. To clear the signature, press the Undo button.
    • Upload: Press Upload to upload an image from a third party application.
    • Upload Image: Press Upload Image and choose an image from your device's photo gallery to represent your digital signature. Press the camera button to take a picture and use it as your digital signature.
  6. Next to Reason, type a reason for the digital signature.
  7. When finished, press the check mark in the top right corner. To cancel the digital signature, press the X at the top left.

You can view a document's digital signatures. You will see who signed it, the date and time it was signed, it's validation period, countersigners, and more.

  1. Open the document and press the More Options button at the top right.
  2. Press Digital Signature.
  3. Press Show more details to see more information about the signature. Press Show less details to minimize the details. Press the Delete button to remove the digital signature.

You can countersign the existing signatures on a document. This will apply your signature to their signatures. Your countersignature will only be valid if the signatures it signs are also valid. If signatures have been applied to prior versions, the countersignature will not sign those versions; it will only countersign signatures on the latest version.

Countersigning a document can be used to provide additional authority for a signature or signal approval for another user's approval. For example, a manager might choose to countersign a document to verify that they have approved their employee's signing the document.

  1. Follow the instructions above to sign a document using a digital signature. On the Digital Signature page, add a certificate.
  2. Options will appear to Countersign the existing signature(s) or Remove the previous signature(s). Select the option you want and press the check mark at the top right when finished.

When a document has been signed, you can validate the signatures on the document. Validating a signature determines that the document content has not been modified since it was signed, that the certificate can resolve to a trusted root authority, and that the certificate chain does not have any revoked members. If all of these things are true, the signature will be listed as valid; if not, the signature will be listed as invalid.

Countersignatures of existing signatures can also be validated. In addition to the criteria listed above for all signatures, countersignatures will only be listed as valid if the signatures that they countersign are also valid.

  1. Open the document and view its digital signatures.
  2. Press Validate at the top.
  3. If the signatures successfully validate, a check mark will appear at the top right of each digital signature image.