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A Comprehensive Guide to Utilizing a Digital Signature Certificate for Document Signing

Digital signatures are crucial for secure digital document transactions across various organizations. This guide outlines the essential steps to use a Digital Signature Certificate (DSC) for signing PDF documents. It covers installing Emsigner software and setting up the Java environment. Additionally, the process details how to configure email settings, digitally sign documents, and then efficiently distribute these signed files via email, enhancing secure digital workflows.

📖 3 min read read🏷️ Digital Signature Certificate (DSC)

Digital signatures are now widely adopted by various government bodies and organizations. They offer a secure and protected way to sign documents, which can then be transmitted or stored digitally.

To use a digital signature, individuals must first acquire a Digital Signature Certificate (DSC) from an authorized Certifying Authority. Once the DSC is received, typically on a USB token, it can be utilized for signing PDF documents electronically. The USB token provides a highly secure method for this purpose. The following steps detail the process of digitally signing a PDF document using a DSC.

Step 1: Install Emsigner Software

Begin by downloading Emsigner from the official government website. Follow the on-screen instructions provided by the installation wizard to complete the software setup on your system.

Step 2: Set Up Java Environment

Download Java to your computer by visiting the Java website's downloads section. After installation, it is necessary to configure the Java path. Navigate to 'This PC,' right-click, and choose 'Properties.' Then, select 'Advanced System Settings' followed by 'Environment Variables.'

Under the 'System Variable' section, click 'New' and input the following details:

  • Variable Name: JAVA_HOME
  • Variable Value: C:\Program Files (x86)\Java\jre1.8.0_161 (adjust path if your Java version or installation location differs)

Confirm by clicking 'OK'.

Step 3: Configure Sender Email Settings

Access your Gmail account and locate 'My Account,' typically found near the logout option. Proceed to the 'Sign-in and Security' section.

Within these settings, ensure the 'Allow less secure apps' option is switched 'ON'.

Step 4: Digitally Sign a Document

Follow these instructions to sign a document:

  • Choose the specific document you intend to sign. Note that only PDF files within the selected directory are supported for signing.
  • Specify an output folder where the signed documents will be stored. It is advisable to create a new folder for this purpose.
  • Choose between using your Digital Signature Certificate (DSC) or an image-based signature.
  • Select a suitable signing template.
  • Initiate the process by clicking 'Start Signing Now.'
  • Provide the password for your DSC.
  • The signing procedure will then commence, and the finalized documents will be saved in the designated output folder previously created.

Step 5: Distribute Signed Documents via Email

Once documents are signed, they are saved in a specified output folder. Within this folder, locate and open the signingresults.xlsx file. Proceed with the following:

  • Populate the 'Email Address' and 'Recipient Name' columns for each signed document.
  • Create a new email sending template by clicking 'Add new sender details.'
  • Assign a name to your new template.
  • From the dropdown menu, select your Email Provider (e.g., Gmail, Outlook). For custom email addresses (e.g., sharma@sharma.com), choose the 'Custom' option.
  • Input the Sender Name, Email ID, and Email password.
  • Enter the Host Name and Server Port details.
  • Save the newly configured template.
  • Specify the subject line for the email.
  • Click 'Start Email' to begin sending.

Emails will be dispatched to all recipients listed in signingresults.xlsx. Any delivery issues will be detailed in the error report under the 'Activity Log' tab.

Frequently Asked Questions

What is GST in India?
GST (Goods and Services Tax) is an indirect tax in India that has replaced many indirect taxes like excise duty, VAT, services tax, etc. It is levied on the supply of goods and services.
What are the main types of GST?
There are four main types of GST in India: Central GST (CGST), State GST (SGST), Integrated GST (IGST), and Union Territory GST (UTGST).
Who is required to register for GST?
Businesses exceeding a specified turnover threshold (which varies by state and type of supply) are generally required to register for GST. Additionally, certain businesses must mandatorily register regardless of turnover.
What is an HSN code in GST?
HSN (Harmonized System of Nomenclature) is an internationally recognized system for classifying goods. Under GST, businesses use HSN codes to classify their goods and services for taxation purposes.
How can GST be paid online?
GST can be paid online through the GST portal by generating a challan and selecting payment methods such as net banking, credit/debit cards, or NEFT/RTGS.