Signing with SharePoint - GlobalSign

Document workflow including digital signatures with SharePoint Prepared by: Paul Brown

Introduction: This guide provides information on how GlobalSign DocumentSign and PersonalSign digital certificates can be used with native digital signing capabilities found in SharePoint. Note GlobalSign does not have access to full SharePoint capabilities; therefore much of the information presented is based on Microsoft SharePoint documentation and limited testing.

PDF documents with SharePoint A new feature introduced in Acrobat / Reader X lets users sign on-line PDFs in SharePoint. It takes a bit of work on the server to get it working though. From: http://kb2.adobe.com/cps/869/cpsid_86901.html

SharePoint configuration | Acrobat X, Reader X What's covered   

Update DocIcon.xml Allow HTTP methods in IIS 7 or later Client Configuration Options

With SharePoint integration, you can check in or check out PDF files from within Acrobat X or Reader X. Follow these instructions to enable end users to check out a PDF file from SharePoint by clicking a PDF link in the SharePoint user interface. These instructions also associate the PDF icon with PDF files in the SharePoint browser user interface. Audience: These instructions are for SharePoint Administrators who can modify their SharePoint server. Environment: These instructions requi re the following environment:  

Server: SharePoint 2007 or Sh arePoint 2010 Client Machines: Windows. Internet Explorer. Reader X or Acrobat X.

After completing these instructions, when you click a PDF link in the SharePoint browser user interface, the PDF opens in Reader or Acrobat. The user is given an option to check out the PDF file. If the user chooses yes, the SharePoint browser user interface shows that the user has checked out the PDF.

After checking out the file, the Reader/Acrobat user interface provides the user additional options for working with that PDF. This is when a digital signature could be applied through the native capabilities of Acrobat or Rights Enabled Reader. The File > SharePoint Server menu is added to Acrobat/Reader. You can Check In, Discard Check-Out, or Prepare Document Properties for the PDF file from within Acrobat or Reader. Update DocIcon.xml The DocIcon.xml file is present on every front-end Web server in a Microsoft SharePoint 2007 or SharePoint 2010 deployment. It is used to specify the icon that displays for different file types. Optionally, it can specify whether an ActiveX control opens the file. The DocIcon.xml performs three basic functions:   

Associates display icons with file types Assigns an ActiveX control to open the file for viewing or editing Configures the text that displays in the SharePoint pop-up menus.

Settings in the DocIcon.xml file are global to a SharePoint deployment and affect site definitions on all front-end Web servers. Each filename extension or ProgId can map to only one editing control, one icon, and one string of display text. This mapping is the same throughout a SharePoint deployment. You can add mapping elements to support additional filename extensions and ProgIds. Update the DocIcon.xml file to associate an icon and assign an ActiveX control for PDF files. The ActiveX control AdobeAcrobat.OpenDocuments is installed on the client computer with Acrobat X or Reader X. With an association in DocIcon.xml, you ensure that a PDF opened from the SharePoint Web portal it opens via that ActiveX control on the user's computer. The following instructions apply to both SharePoint 2007 and SharePoint 2010. The SharePoint administrator modifies the DocIcon.xml file. Each front-end web server in a SharePoint deployment has a DocIcon.xml file located on the following path:  

%ProgramFiles%\Common Files\Microsoft Shared\web server extensions\12\TEMPLATE\XML (For SharePoint 2007) %ProgramFiles%\Common Files\Microsoft Shared\web server extensions\14\TEMPLATE\XML (For SharePoint 2010)

To configure SharePoint to support Acrobat or Reader integration, do the following: 1. Open the DocIcon.xml file for editing. 2. Search for the tag. It is a child tag of the root tag . Create it If it does not exist. 3. Add a child tag inside , with the following content: 4. Save the DocIcon.xml file.

5. Download AdobePDF A F.png following folder: f

(right-click aand choose Save S As). Copy C it to thee

%ProgrramFiles%\\Common Files\Micros F soft Shared\\web server extensioons\12\TEM MPLATE\Im mages\ (SharrePoint 20077) OR %PrrogramFiless%\Commonn Files\M Microsoft Sha ared\web seerver extenssions\14\TE EMPLATE\IImages\ (Sh harePoint 20010). 5. Launch the IIS Managger and eitheer restart IIS S or refresh all the sitess. IIS managger ml once whhen it starts. Any new cchanges are not read ag gain until a reads the xm restart – which w is an explicit e wayy of telling it to reread the t configurrations like the xml. H meth hods in IIS S 7 or later Allow HTTP SharePooint has its own WebD DAV implem mentation. Iff WebDAV VModule is running, r reqquests are routted to it andd not to the SharePoint S WebDAV component. c . Disable the WebDA AVModule to t route thee requests to o the WebDA AV componnent. To disaable webDA AVModule: 1. Choose Staart > Adminnistrative Toools > IIS Manager. M p expand the tree annd navigatee to your sitee. 2. In the left pane, M 3. In the centeer pane doubble-click Modules. DAVModulle is presentt, remove it.. 4. In the Moddules windoow, If WebD 5. Restart IIS.. Configurattion Option ns Client C 

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The defaultt behavior for f PDF webb links (in SharePoint S b browser UI)) IS NOT too prompt for check out. Admin A has to modify server s to enable this, peer other instructionss in the Techh Note. The defaultt behavior for f opening PDFs in othher mannerss (mapped network n drivve, etc) IS to promppt for checkk out. Admin n has to moodify client to t disable th his, per insttructions below. Notte, disablingg it on cliennt will also disable d it inn browser UI U even if addmin has modified thhe server to enable it. Inn other worrds, client coonfiguration n will overrride the server conffiguration.

If you w would like to disable thhis behaviorr in Acrobatt X and Reaader X, pleaase followinng the followinng steps: 1. Startt > Run > RegEdit R 2. Moddify the folloowing regissty settings: i. Crreate a new key “cSharePoint” at “HKLM\SO “ OFTWARE\\Policies\Ad dobe\(produuct name)\110.0\FeatureeLockDownn” ii. Inn this key, create c a new w DWORD Value V “bDisableShareP PointFeaturres” iii. Seet its value to 1

3. Close Requires an application restart. In order to modify this default behavior for all versions of Reader X or Acrobat X in your organization, please customize Acrobat X or Reader X with Adobe Customization Wizard X before deployment. http://www.adobe.com/support/downloads/detail.jsp?ftpID=4950 Registry information: cSharePoint Contains SharePoint specific settings. bDisableSharePointFeatures Disables the SharePoint functionality. cSharePoint Data type

Cab

Default

bDisableSharePointFeatures

Since Ver. # 10.1 Path Lock Path

HKLM\SOFTWARE\Policies\Adobe\(product name)\10.0\FeatureLockDown

Summary

Contains SharePoint specific settings.

Details

bDisableSharePointFeatures Data type

Bool

Default

0

Since Ver. 10.1 # Path Lock Path HKLM\SOFTWARE\Policies\Adobe\(product name)\10.0\FeatureLockDown\cSharePoint

Summary

Disables the SharePoint functionality

Details

Allowable values include:  

0: Enabled 1: Disabled

Additional information See "Understanding DocIcon.xml Files" on MSDN to understand the functions of DocIcon.xml file Alternatively there are a few products which claim to work. Online PDF Signer from (http://www.dsistemas.lv/eng/solutions/digitalsignature/ops) being one such product.

Microsoft Office documents with SharePoint You can sign Microsoft Word and Excel files offline and then upload them to SharePoint. If however you require other people to sign off on the document you can start a Collect Signatures workflow for SharePoint Server. Solution explained below: (from - http://office.microsoft.com/en-us/sharepoint-serverhelp/use-a-collect-signatures-workflow-HA010154428.aspx) The Collect Signatures workflow routes a Microsoft Office document that is saved to a list or library to a group of people to collect their digital signatures. The Collect Signatures workflow works only with Microsoft Office Word 2007 or Microsoft Office Excel 2007 (* For Office 2010 – see notes below) documents that contain one or more Microsoft Office Signature Lines. By default, the Collect Signatures workflow is associated with the Document content type and it is thus automatically available in document libraries for documents or workbooks that contain Microsoft Office Signature Lines.    

How does the Collect Signatures workflow work? Add or change a Collect Signatures workflow for a library or content type Start a Collect Signatures workflow on a document or workbook Complete a Collect Signatures workflow task

How does the Collect Signatures workflow work? The Collect Signatures workflow supports a business process that involves sending a document to a group of people to collect signatures. The Collect Signatures workflow makes the digital signature process more efficient by managing and tracking all of the human tasks

involved with the signature process and by providing a record of the signature process after it is complete. The Collect Signatures workflow differs from other predefined workflows in Microsoft Office SharePoint Server 2007 in that users must start this workflow from within the 2007 Microsoft Office system client program in which the signing task will be performed. Participants must also complete their signing tasks for the Collect Signatures workflow within the client program. To use a Collect Signatures workflow, you must first save your document or workbook to a SharePoint library where the specific Collect Signatures workflow that you want to use is available. To start a Collect Signatures workflow, open the Office Word 2007 document or Office Excel 2007 workbook in which you want to collect one or more signatures. If the document or workbook does not already contain the Microsoft Office Signatures Lines that you need, you must insert them or the Collect Signatures workflow will not be available for use. To start the workflow from within the client program, click the Microsoft Office Button, click Workflows, and then select the Collect Signatures workflow that you want to use. Fill out a workflow initiation form in which you specify the names of the people who need to sign the document. The form automatically displays the names of the suggested signers who are specified within the document or workbook. You can choose to assign the signature tasks in the order in which the signatures appear or to all signers at once. After the workflow starts, the server assigns signature tasks to all participants. If e-mail alerts are enabled for the server, the server also sends all participants e-mail alerts about their signature tasks. Participants can click the Edit this Task button in the e-mail task alert to open the document or workbook to be signed and complete their signature tasks. While the Collect Signatures workflow is in progress, the workflow owner or the workflow participants can view the Workflow Status page to see which participants have completed their workflow tasks. When the workflow participants complete their workflow tasks, the workflow ends, and the workflow owner receives an e-mail message that the Collect Signatures workflow is complete. This e-mail message specifies the names of all of the people who have signed the document, along with the names of the people who were originally indicated as suggested signers.

Add or change a Collect Signatures workflow for a library or content type Before a Collect Signatures workflow can be used, it must be added to a library or content type to make it available for documents or items in a specific location. The Collect Signatures workflow is intended primarily for use in libraries and can be started only on documents that open in Office Word 2007 or Office Excel 2007. You must have the Manage Lists permission to add a workflow to a library or content type. In most cases, site administrators or individuals who manage specific lists or libraries perform this task. The availability of the workflow within a site varies, depending on where it is added: 

If you add a workflow directly to a library, it is available only for documents in that library.

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If you add a workflow w to a list conntent type (an instance of a site co ontent type that t was added to a specific s librrary), it is avvailable onlly for itemss of that conntent type inn the specific librrary with which w that co ontent type is associateed. If you add a workflow w to a site coontent type, that workfllow is availaable for anyy items of that conttent type in every list and a library to which an instance off that site coontent type was addded. If youu want a wo orkflow to be widely avvailable acro oss librariess in a site collectiion for item ms of a speciific content type, the most m efficiennt way to achhieve this result is by addingg that workfflow directlyy to a site coontent type.

Add orr change a a Collect S Signature es workflo ow for a liibrary or content ttype If you w want to add a Collect Signatures workflow w to a library orr content typ pe, or if youu want to changge a Collectt Signaturess workflow that is alreaady associatted with a liibrary or coontent type, yoou follow thhe same stepps. 1. To go to the Add a Woorkflow pagge or the Chhange a Worrkflow pagee for the librrary or o add a workkflow, do one of the fo ollowing: content type to which yyou want to  For a library: w. 1. Open thhe library too which youu want to addd or changee a workflow On the Settings meenu openingg.

, click thhe settings for f the type of library th hat you are

For exaample, in a document d liibrary, clickk Documentt Library Settings. S 2. Under Perm missions an nd Management, clickk Workflow w settings. 

For a list co ontent type:

1. Open the libbrary that contains c the instance off the list conntent type foor which yoou want to add or ch hange a worrkflow. On the Settings meenu openingg.

f the type of library th hat you are , click thhe settings for

For exaample, in a document d liibrary, clickk Documentt Library Settings. S 2. Under Con ntent Typess, click the name n of the content typpe. Note If the librarry is not set up to allow w multiple content types, the Content Types section s mize page foor the librarry. does noot appear onn the Custom 3. Under Settings, click Workflow W settings. 

For a site content type:

1. On the hom me page for the site colllection, on the t Site Acttions menu point to Sitte Settings, and then cllick Modifyy All Site Seettings. 2. Under Gallleries, clickk Site content types.

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3. Click the name of the site content type for which you want to add or change a workflow, and then click Workflow settings. Note If workflows have already been added to this library or content type, this step takes you directly to the Change Workflow Settings page, and you need to click Add a workflow to go to the Add a Workflow page. If no workflows have been added to this library or content type, this step takes you directly to the Add a Workflow page. 1. On the Change Workflow Settings page, click Add a workflow or click the name of the workflow for which you want to change the settings. 2. Do one of the following:  

If you are adding a workflow, on the Add a Workflow page, in the Workflow section, click the Collect Signatures workflow template. If you are changing the settings for a workflow, on the Change a Workflow page, change the settings that you want to change according to the following steps.

3. In the Name section, type a unique name for the workflow. In the Task List section, specify a tasks list to use with this workflow. Notes 

 

You can use the default Tasks list or you can create a new one. If you use the default Tasks list, workflow participants will be able to find and view their workflow tasks easily by using the My Tasks view of the Tasks list. If the tasks for this workflow will reveal sensitive or confidential data that you want to keep separate from the general Tasks list, you should create a new tasks list. If your organization will have numerous workflows or if workflows will involve numerous tasks, you should create a new tasks list. In this instance, you might want to create tasks lists for each workflow.

4. In the History List section, select a history list to use with this workflow. The history list displays all of the events that occur during each instance of the workflow. Note You can use the default History list or you can create a new one. If your organization will have numerous workflows, you might want to create a separate history list for each workflow. 5. In the Start Options section, specify how, when, or by whom a workflow can be started. Notes  

Specific options may not be available if they are not supported by the workflow template that you selected. The option Start this workflow to approve publishing a major version of an item is available only if support for major and minor versioning is enabled for the library and if the workflow template that you selected can be used for content approval.

6. If you are adding a this w workflow too a site conttent type, sppecify whethher you wannt to add this woorkflow to all a content ty ypes that inherit from this t content type in the Update Lisst and Site Content Ty ypes sectionn. Note The Updatte List and Site Content Types seection appeaars on the Add A a Workkflow c typees. page onnly for site content 7. Click OK.

Start a a Collect S Signatures workflo ow on a do ocument o or workbook Before you can staart a Collect Signatures workflow, you must save the doccument or workboook for whicch you wantt to collect signatures s t a SharePooint library for which thhe to Collect Signatures workflow is i available.. You must have at leasst the Edit Items permission to w Some S workfflows may require r that you also haave the Man nage Lists start a workflow. permisssion in order to start a w workflow on n an docum ment or item. Note If you wantt to ensure that t workfloow participaants receivee e-mail notiifications annd heir workfloow tasks afteer you start a workflow w, check witth your servver remindeers about th adminisstrator to veerify that e-m mail notifications havee been enablled for yourr site. 1. If the librarry is not alreeady open, click its nam me on the Quick Q Launcch. If the naame of yourr library does not appear, click View All Sitee Content, and a then clicck the name off your librarry. 2. Point to thee document or workboo ok on whichh you want to t start a Coollect Signaatures workflow, click c the arrrow that apppears, and then t click Edit E in Prog gram Namee. 3. If the docum ment or worrkbook does not alreaddy contain signature linnes to capturre the digital signnatures that you y want too collect, inssert them noow. How?? 4. If you add new n signatuure lines, cliick the Miccrosoft Offiice Button, and then cllick Save to savve your channges. 5. If the docum ment is checcked out, yoou must also check in the t document before yoou start the workfloow. To checck in the doccument, clicck the Micrrosoft Officce Button, point p to Server, andd then clickk Check In. 6. To start thee workflow, click the Microsoft M O Office Buttoon, and thenn click Worrkflows. 7. In the Worrkflows diallog box, loccate the Collect Signatures workfflow that you want to use, and then click S Start. 8. In the Work kflow Namee dialog boxx, type the names n of th he people yoou want to sign s the document on o the approopriate signers lines, orr click Signer to select people from m the directory seervice. 9. If you wantt to assign thhe signaturee tasks in thhe order in which w signaature lines appear a in the documeent, select thhe Request signaturess in the ord der above, rather r than n all at once checkk box. Note This option n is available only if thee documentt contains more m than onne Microsofft Office Signatuure Line.

10. If you want other people to receive notifications (not task assignments) when the workflow is started, type their names on the CC line, or click CC to select people and groups from the directory service. 11. Click Start.

Complete a Collect Signatures workflow task To complete a Collect Signatures workflow task by adding a signature to a document, you must complete your task from within either Office Word 2007 or Office Excel 2007. However, you can edit a Collect Signatures workflow task on the server to delegate your task to another person or to specify that your signature is no longer required. Sign a document to complete a Collect Signatures workflow task 1. In your e-mail task message, click the Edit this Task button, and then click Open Document. 2. In the Message Bar that appears at the top of your active document, click Sign. Notes 

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If the library where this document is saved requires documents to be checked out before they are edited, you might need to click Check Out in the Message Bar before you click Sign. If your signature is requested in more than one location in the document, click View Workflow Tasks in the Message Bar. In the Workflow Tasks dialog box, select a task, and click Open to sign in a specific location. Repeat for each signature task that is listed.

3. To add your signature to the document, in the Sign dialog box, do one of the following:  To add a printed version of your signature, type your name in the box next to the X.  To select an image of your written signature, click Select Image. In the Select Signature Image dialog box, find the location of your signature image file, select the file that you want, and then click Select.  To add a handwritten signature (Tablet PC users only), sign your name in the box next to the X by using the inking feature. 4. In the Sign dialog box, click Sign. Edit a Collect Signatures workflow task on the server 1. Go to the Tasks list for the site, and then select My Tasks on the View menu to locate your workflow task. Note If the workflow does not use the default Tasks list, then your workflow task may not appear in the Tasks list. To locate your workflow task, go to the library where the workflow item is saved. Point to the item that you want, click the arrow that appears, and then click Workflows. Under Running Workflows, click the name of the workflow in which you are a participant. On the Workflow Status page, under Tasks, locate your workflow task.

2. Point to the name of the task that you want to complete, click the arrow that appears, and then click Edit Item. 3. Do one of the following:  To assign your signature task to another person, type that person's name on the Delegate line or click Delegate to select a person from the directory service.  To indicate that the signature line is already signed or that your signature is no longer required, under Update task, select the This signature line has already been signed, or a signature is no longer required check box. 4. Click OK.

Notes: Differences between Office 2007 and 2010 1) In Office 2007 (Word and Excel) you can click on the office button from the respective application while you have the concerned document open in it. This triggers the collect digital signature workflow and the user signs it immediately as he can see the popup on the screen. Still he has to go to the task list to complete the task which I would say is a manual process following the workflow task is 100% completed. 2) In SPS2010 with Office 2010 we do not have an option to trigger the workflows from within the Office document. Instead you directly go to task list to open the task and click on sign button to complete the task. Here you still need to open the document again and digitally sign it. The difference is workflow here is not triggered in Office document. Even here it is a kind of manual process except that you don’t see a popup to sign document immediately from Office document due to the fact that workflow is triggered from SharePoint task list.