Unlock the Power of Digital Signature Licitness for Business Transaction Management in India

How to eSign a document: digital signature licitness for Business Transaction Management in India

thanks for taking the time for attending this event so today we will talk about digesting as a solution so in these Solutions we'll talk about first about the itin Technologies so we are more than 12 years old company working for the sap Technologies so we have these Solutions uh digital signature solution Vendor Portal automation of the incoming invoices travel portal I mean managing all the expense of the expense and the travel of the employees and we do work for the new implementation sap implementation upgradation migration s4hana and we are the silver partner of the sap so this is our service portfolio so finally let's move to the digital signature Solutions so this is the basic concept of the digital signature Solutions so this is one of the mechanism where you can sign this tally without taking the print out of your forms or documents and that is very much secured and legally valid so all the data flow in the distance solution is encrypted and decrypted form so whatever the form you are going to sign its verify the Integrity of the data so what I mean to say Integrity of data the person who is going to sign is all the details is already already with the authorized ca ca is nothing the certified agency which is uh which has been allowed to issue the digital signature certificate and that has been allowed by the government of India so they are the authorized person authorized uh entity who who will be issuing these certificates and uh and whenever the person is signing it's verifying whether this person has a valid signature or not so it will connect to this server of a particular CA and check all the data and then it sign the documents so this is how it works so uh where you can use the digital signature Solutions so there is no limitations you can use the decision Solutions at any any documents but but most of the people and most of the company as for our experience use for the sales in Wise po create node debit note billing documents delivery and uh now for for HR form 16 appointment later relocation later so you can use for any document and in our our case so we we are using this solutions in sap so it means whatever the document is being generated from the sap you can sign all the documents there is no limitations on that and this solution is very much a scalable so let's say today you want to use for the sales invoice tomorrow you want to use for the PO then you can you can do it from uh from your own site so admin will have all the access admin can enable it and you can use it so without changing any code or without getting us back you can do from your own site so this is the four methods that we will be using uh that we'll be talking about today so option first so this is the option first this is the client-side signature using the USB and dongle so what is the client-side signature where uh whenever you are applying for the distress signature certificate you will be getting this certificate stored in the USB and that USB will be specifically used for the storing these certificates you can't restore anything apart from the uh certificate switch has been issued by the ca ch3 certifying agencies so before signing I mean while signing the document you have to insert the USB in your client machine either the laptop or the desktop and then only you can sign it so that that's why we call as a client site signature or even using USB and dongle and this this will come on the individual person name so if if let's say in a company 10 people are signing and so 10 different people will have their own USB dongle on their own name so person a person a is standing so he will have to his own dongle and he will say he will obtain this certificate on person a names so when the person a is signing the name of the person will be displaying at the signature and the person and the other person or recipients who is receiving the document they can verify who has signed from where they have procured these certificates what is the validity of the signature so all details at what time on which date these uh the document was signed so every details can be obtained and verified so that that's that is the option one client-side signature this one option two is the server side signature so server side signature uh it comes as a format of dot pfx format dot WebEx format is basically the format in which you obtain or you get organization signature so the difference between option one and option two is that in option 2 you will be getting certificate on the name of organization on the name of company not on any individual person's name so whenever the whenever you are assigning these any documents using the option to I mean server side signature so the company name will be are fixed at the place of signature but to track to track you we have a mechanism we have or the option where we can print out who has signed it who has signed a particular document so we can print out the name of the person and that name will be picking from the sap user ID if you want to print out the department or or location plant so that also we can print it out in server setting in server size signature but the main actual signature will be on the name of the company so that uh and the benefit is that in server search signature you don't have to use any USB dongle so the certificate will be stored on the sap server and that can be accessed across the company so anybody can sign it without using any dongle or any other devices so we'll talk about option three so option 3 is the way based API based uh signature where we will be using the HSM HSM is nothing it's a called Hardware security module so Hardware security model is a device or a kind of server where we will be storing the digital signature certificate and in this option we can store individual signature and Company signature both so uh so basically if you are if you just have to store the company sensor then in that case it is not much recommended because that you can do from the option to itself but if you want to use or if you want to store individual signature then I if you want to store individuals nature but don't want to use the USB dongle then you have to open opt for option three but it is law it is much costly due to this HSN device because you have to pay additional for HSM device and that device have a partition and every partition has for the government guidelines you have to store one certificate so that is the option three uh so basic difference between option two and option 3 is that in option three you can store organizer signature as well as individual signature so let's move to option four option 4 is non-sap signature Solutions so none sap I mean to see all these three options can be done in the sap but this is out of the sap it can be used uh with the sap also but in some company if you are using sap and some other Erp then you can use it where it is the completely uh Standalone and independent Solutions and it is web-based Solutions which can be integrated within Erp be it sap Oracle Microsoft PeopleSoft and Erp you can integrate with and it has inbuilt EMS these Solutions so all the functionality of whatever it is available in all the option one two and three same functionality will be available in these but this is the independent Solutions so of these are the important features of the digital signature solution first one is the document profile and user mapping so document profile we mean to say you can you can configure the document based on the company code profit center location plant department so all the documents like who who are the user who should be signing these documents so all the configuration can be done from the document for file and the user mapping so who are the is who will be basically mapping from the USB dongle to the sap user ID so which sap user ID will be using which dongle to sign the document so all these kinds of the mapping can be done at the configuration level and that help that will have the access of admin so at any point of time if you want to change it update it modify it you can do it on your own without changing any code it adjusts the configuration so that you have to do then configuration with the dynamic signing Dynamic signing coordinates so what we mean to say our Dynamic signing coordinates so Dynamic signing is nothing but it's our text based signing so we have the two kind of the signing process one is the fixed one is the fixed one so let's say uh let's say this ah this is the document and I have placed this position to sign so every time I have to sign so I have to sign here so that is the fixed base so while configuring on the form basis we can we can take the X and Y coordinates and we can configure it so every time whenever you are signing so that will be signed here at the right bottom but but if you what if you want to sign uh on the particular text ways let's say authorized signatory or yoga for your company name so every time uh it will it will search in the document and wherever it will find the particular text above that text or below that text it will affect the signature so that we call the dynamic signing so these two time these two kinds of the signing process we have it is tightly mapped with the sap process flow so whatever the uh your existing process flow it is there that will remain same and it will control all the change and cancellations so whenever you are seeing you know changing anything or canceling so it will affect if you are canceling it by default the uh signature will be invalid we have the auto email so Auto email uh it means whenever you are selling a document automatically it will trigger one email as a PDF attached digitally sign document to the recipients so you don't have to manually send the email you just have to sign the document at the click of the button and it will trigger the email and the and you will ask from where we'll be picking the email ID so we'll be picking the email ID from the vendor Master customer Master employee master we have the mass approval where you can just click select all the documents what are the documents has to be signed and click on the digitalis time so automatically it will approve all the documents it will sign it we have the error monitoring also and the audit log report for you to get the idea so what are the documents has been signed at what date for time so all the details will be covering and this is the additional feature that is autogenous of the e-way bill and e-invoicing so I think you must be already using this so let's skip this foreign this is the technical architecture so that as of now we'll be skipping this yeah so this is the process flow uh for Server site and same really for the non-sap also but for Server site This is the End user and this is the approvert so depth of law so from uh he will end user he will create and create and gng sales invoice it will trigger the email alert to the approver and if the Creator and the Checker I mean end user and the approver both are the same person so at the time of creating the document only it can be signed so that doesn't have to flow in The Next Step but if we have somebody is creating the documents and other person is approving and designing then it will follow this process flow and it can be we have shown either one but it can be uh two two level of three level of the approval so it will change the email alert that person has to go to the particular customize uh t-code that we will be giving and where that person has to approve it so after which I mean to sign it and once it approved the signature will be affixed and that will go uh automatically is to send the email but what if the end user who want to take the print out or send out send it out manually then he can do it so this is how uh it will work it and here I we are using the dot pfx certificate so dot VFX certificate is as you know we'll be using for the company signature and there is a not much difference uh the process flow will remain same for the company side and the client side only difference is that here you have to plug in this USB that's it so additionally we have to plug in this USB to get it signed so that's all you have to do and these are the some free requisite uh for this signature so that uh there is not much predict widget only you need the Java so latest version of the Java is required that's all and this is the sample of uh signature that I was talking about so this is the individual signature in individual signature this signature has been procured on the name of the Bala Morgan V so his his name his name is appearing here and is still is signed by this on which state at what time so all these details will be appearing here here on the left side this is the organizer signature the company name will be appearing here this is the com this is the actual signature in this box and here it you can see I think going out if if you can see here it is showing digitally signed by this company at this state and from this department and below that and below that we are printing the name of the person who has signed this document I is the user sap user who has signed so this is the user who has signed so if you want to print the department or let's say plant or profit Center we can print it out below that and uh if the signature is valid then this green tick mark like this it will appear uh if this sensor is invalid then the Red Cross Mark will be there and if it's uh it's it's not verified you have to verify then it will show a hello question mark foreign ature can be used for any any document either ifo portrait landscape A3 or any design document that you want to use it you can use it so we'll move to the uh demo so this so here you can see this is the sap screens that we are showing here and this and this is the configuration that I was talking about so we'll go to this configuration by the entering the customized T code that we will be giving so we will be giving basically uh four custom t code one custom key code for the configuration second custom t code for signing the document third custom t code that will be giving for resigning or resending the email and it is kind of the report where all the digitally signed document will be displaying there and fourth and last custom t code we will be giving for the audit log report so that will contain all these signatures what are the signature what are the signature has been signed by which user at what date and uh with other successful or changed or everything that will be capturing there so uh here we are talking about the document profile you can see uh company code module document type and document descriptions and here you can see uh it's uh you can see here it's account posting and the e-way bill so account posting is something Fair uh account posting where we are just giving this option if you are checking this checkbox it means it will validate and once it validate that account posting has been done then only it will affect the signature same way it will validate the uable if you are clicking if you are checking this box so uh this is this is the document of a file that we we talked we were talking about so that configuration you can do based on the company code module or any any other thing if you want to edit we can add it here now we'll move to the forms and coordinates and before that I will just go uh by blank one so here you can enter the company code the I you can enter the module so this is based on the requirements uh um it it will display all the modules what are the modules you are using based on your requirements and this one is the document uh document type document type description is just to identify any internal purpose and here ID account posting and the eBay bill so that that's all you have to configure on the document for file foreign so let's say for this particular document that we have selected it is already checked on the account posting but not on the eBay bill so it will validate once the account posting is done then only it will sign a document so now we'll move to the app proofer of forms and coordinates based so here will be here will be showing uh the name of the form and object program name and here we are talking about the coordinate and text search so coordinate and text search coordinate is if you are entering the coordinate so as I said you have to define the fixed position where the signature has to be a fixed and and on the particular location and the particular positions we will find out the coordinates X Y coordinates and then coordinates will be entering here in this box siding coordinates this option you can see if you are choosing the first option coordinates here uh if we're choosing the second option take search then you have to enter here the text to search so here you can see we have entered this for this particular company name so it will find this particular text throughout the document and wherever it will find the particular text about that or below that based on the requirement it will affect the signature here we have the uh we have if you want to sign on the first page last page all pages alternate pages so based on the requirements we can we can enable it and we can give you the option to select on add all the things is happening on the form level so let's say uh for particular department or particular person want to use a different pattern and other department want to use the different pattern they can use it so it's based on the forms and here we have given the password log so if you check on the uh if you click on this checkbox then uh this particular document wants to digitally sign it will go to the recipients as a PDF attachment with the password log so to open or view the document that person has to enter the passwords and that passwords can be anything like the pan card of the customer or vendor or document number or any other thing if you want to make it as a password that you can make it and by default that will be the password when the document is being sent to the recipients as a period PDF attachment over the email so now next we're moving for the approve for details so approve for details here we will be configuring like if you can see here the company code module document type plant profit center location and user user ID sap user ID and it is the cutoff for date so valid from valid to here we have the two option like the skip TS and skip this we have and delegated authority so skip TSA something uh by to enforce to enforce the signing process we will be in a will be printing out our draft Watermark I mean we'll be enable the draft Watermark if you are taking the print out of any document before digitally signed so that that does to misuse uh avoid the misuse of the document so nobody should take the print out before digital sign and physically signed So to avoid that we have enabled it that is optional but if you are opting for that option then in that case you have to uh due to some emergency if some person has lost the certificate or somebody has left his certificate left his USB dongle at home or somewhere then in that case and it is the emergency you have to sign the document then you can just enable this keep DS option and that particular document will be will be removed from particular document and you can take the print out and sign it so we have the uh delegated authority here delegated authority option we have given let's say somebody is going on a long live for a week or or two week then in that case uh the documentaries has to be signed by him that should not a stop that has to be signed and for that reason he or she can delegate each USB or certificate to someone else on his behalf that person will be signing and that will be sap user ID so here basically what we'll be doing will be mapping the sap user ID as a delegated authority and will give the validity so that person is going for the one week then we'll give the one week valid form and value two once the time period expires then that person even if that person is having the certificate or signature they will not be able to use it so they can't use it even if while they're having so in that case business will not stop and even will avoid these uses so for that purpose we have given this delegated authority and you will get the report in audit log report you will get this particular dongle in this particular time period to whom it has been delegated and who had signed on which behalf from which client machine as well so that all the details will be capturing for you even we have given the block user option also so block user option basically we have given one check box where you can block the any user any user means any USB uh dongle or signature to avoid the misus so let's say somebody has left the organization or his certificate has been stolen or lost then to avoid the messages you can just block it and once you block it even if the other person is having this certificate or dongle they will not be able to use it here it's a email broadcasting email broadcasting configuration can be done on the company code model document type plant profit Center and here two options there sent to customer and send to user flag send to customer is used for automate automatically sent to the uh automatically it will send the email as attachment once they're digitally signed to the event a customer and it will pick the email ID from the first test data same to each of flag it is applicable for the case where the user and I mean Creator and the Checker Creator and the app profile is a different person then the person who has created the document uh they should they should get the notification whether the document has been approved or signed or not so for that purpose if you check this box so that person creator will get the notification either email that this particular document has been signed this this is a template here we have the option for the original copy 2 and 2C to whom you want to send it and it can be multiple email ID separated by the comma you can configure it you can add it and this is a part this is apart from what already is there so what is there from this customer and user that will be there apart from that if you want to just to let other person know for the record and as a practice so you can maintain the email ID based on the forms and it will send the notification as an email or let's say original copy to this person this is person which is a copy cc to this person duplicate copy two two copy CC triplicate copy 2 and CC so like that you can configure it so here now we'll be mapping the users the user mapping is basically where I will be mapping the sap user ID and whenever you are proclaiming the certificate you will be getting the one unique uh dongle key so this is the dongle key this is dongle activity and description and eventer for the internal records and this is the dominal password so dongle password will be storing it was requirement of their clients like they don't want to enter the password every time while scanning the document because when you are using the USB and you are signing or first time you are inserting in the applied machine laptop or desktop you have to enter the password and people people don't find it convenient so they want to store the password on the uh configuration cockpit as well where you don't have to enter the password when you are signing so this is where you can store it and it's based on the user whoever don't want to store the password they are freely they are free to use the password while signing those who don't want they can store it and that access will not be you the uh with the user so that access will be you the super admin so they only have the access of the password and this is so this is the uh field for filtering we have given these options like which module you want which company code Financial you are posting their plan document number and all So based on that it will just give you the document and it will be the respective document so as for the configuration who is supposed to sign the document respective depending on the uh his authority area like plant location Department So based on his respective documents the document will be reflecting so we'll go to the custom t quotes that will be giving a custom t code and when the person who has to approve it they will just enter the custom t code and all the payment documents which has to be signed by the respective user who is logging it will be reflecting here here you can see all interests like document number description date posting date and all all the details will be here on the top you can see it digitally signed preview form selector so we are just preview form so before signing if the applicant want to check whether the everything is fine in the document or not so they can just click on the preview and check it out so if it finds everything is fine he can just go back and click on the digitally sign so for signing you can just select all here you can see select all options will be given otherwise you can just select the particular document and click on the digitally sign so once you click on digital design uh if if your password is not stored it will ask you the password so here it is afternoon for the password we have to enter the password and click on the ok so once we enter the password and click on the OK on the background it it will start the process of the signing and once it's sign it will reflect like document science successfully so it will give the check box so this is how the dot print will be signed ah so now we'll go for um uh where all the digitally signed document will be there and it and in this in this case also it will reflect all the respective documents only so here you can see uh here it is showing all the documents which is already digitally signed on the top you can see we have given the view sign document print sign document resend the email let's say uh recipient is saying I have not received the email you can resell it if for any any other region if you want to resign the document you can just select the document and click on the resign it if you want to store that document on the client machine or you want to send the email as attachment you can click on the document and click on the download document and it will download on the client machine anyhow ads are recommended practice we recommend that you should use the djms document management system where all the digital design document will be stored and you can retrieve it for any point of time in the future but if you are not using and for any other purpose if you want to download it you can download it if you want to see the view signed document you can you can view the assigned equipment from here click on the particular document and and you just have to click on The View sign document it will show you the document which has been signed and it will ask the original duplicate replicate so you just have to select anyone based on your purpose foreign science document so that you can check at any point of time and one thing uh if you are using first time any digital signed document on your ad off so it will be a yellow question mark you have to validate manually and this is how you have to see the validity or the properties of signature you have to click it it will show a signature validity uh property I mean and here you can see uh who has signed signature is valid and in this it will show the details like who is the name of the person just a minute let me go back thank you here so here it will show a selling date and time obtained from this location so all these details will be there once you click on the source signature certificate then it will show you all the summary details like name of the person to own this certificate has been obtained who has issued like a certifying agency that we called what is the class of signature it's a class two but nowadays all this signature is coming as a class 3 as for the government vendor you have to use class 3 only now validity from 2 and this is the internet uses so that that's all the details you can check it out on the trust you can check it signatures signed document or data certified documents all the details that you can do and you just have to add to trusted certificate so next time automatically it will validate so this is this is about the signature validation and now we'll move to the audit log report so and one more thing yeah that I was talking about the draft why we have to um just a moment take me back yeah so if you're taking the printout bit uh before starting a deck mean so this is how the draft buttock Mark will be there foreign yeah so now we'll move to the audit log report where you can find out the company code document number First Clear document type and this is a DMS document number if you are using the DMS document bandwag system to store the document so this will be the DMS statement number terminal this is the client machine which client machine the document has been signed what was the amount currency who was the person who had approved the document document created on if anything is changed by then it will show who has changed which is which user has changed on which date the document has been changed if any error so that will show error also let me scroll it yeah so uh change y changed on one which did it have been changed if any error then it's signing status it will show as means success cancel status also it will show if anything is canceled then it will show canceled if anything is skipped yes if you if you have used Escape tears that also returns will be reflecting here and if any delegation uh it you have given the delegation then it will show here