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hello everybody welcome to today's SharePoint pro demo booth adding digital signature functionality to SharePoint today's demo booth is sponsored by arcs today's speaker is Eagle Markovich mr. markovich is senior presale engineer in the professional services department arcs holding dual degrees in computer science and management he manages custom project development as well as consulting and training for customers partners and prospects addition mr. Markovich is an arched SharePoint specialist and participates in consulting installation and training for the cosine with SharePoint solution today's Q&A is a chat based QA and it will begin when the session ends you can enter questions at any time to ask a question simply click on the live chat button and type your question into the chat window if you have a technical problem please click the Help Center button at the top right of your screen sessions will be available on demand for three months starting the day after the event now I'd like to turn things over to recall ego the floor is yours hello and welcome to eric's webinar about enhancing sharePort improve us with digital signatures my name is even more Kovich i'm a professional services engineer at ARX during this webinar will be talking about signatures both handwritten and digital we'll talk about cosine is a product for digital signatures and we talked about cosine and sharepoint together and how we can achieve digital signatures in SharePoint okay so let's get started and let's talk about signatures in an organization in today's world signatures can be found about any process or activity in an organization just for example you have a list of approval forms that can be used in different organizations such as contract approval purchase order form an absence request in a traveller ization form these are very common and all of them require signatures usually more than one so the most common way to create signatures on such forms is simply to sign on a piece of paper and the process of this approach is that it's very easy we do it for ages and there is no need for external technologies or automated devices so it's very very simple and easy to use there are also several downside to this approach so first of all there is a significant cost for signing when you need to route this paper throughout the organization for different people to sign so you need to send it by email and then print it out and then scan it back in and then you need to archive all of these papers there is also the monitory problem so we have several processes running together for signing it's very difficult to know what point current the current processes in right now and also it's very easy to forge signatures on a paper you can add stuff after you actually sign the document and nobody will know that something was added and you can easily forge the signature itself in order to reduce costs for using paper and also to achieve better monitoring solutions and archiving many companies turn to document management solutions sharepoint is a great example for the document management solution not only that SharePoint allows you to reduce the use of paper by digitizing all of your processes it also allows you to monitor and archive these documents in a digital format so that the paper usage in the organization is reduced to minimal but what happens when you actually want to sign a document in the sharepoint workflow then you still have the same problem as before because you actually need to bring the document you need to sign on that document you need to scan it back into the system and this not only breaks the automated process it also introduces back the cause that you try to save using the document management system so this is where digital signatures come into play they allow you to automate the entire process and to maintain this workflow within SharePoint without actually having to print and scan the documents back so what are digital signatures when we talk about digital signatures we usually talk about the three eyes of the signature the first time is the identity of the user the idea of the user that sign the document is being embedded into the document and this we can definitely know who the signer was when the signature took place the second I stands for the intent of the signer so we add a reason for the signing process and the third eye which is a very important I is the integrity of the document so when digital signature is created on a document basically you know that from this point on the document was not changed and if it was changed you get the visual indication saying the document has been modified since it was son we conducted the survey together with aim in order to get a better feel of what are the major benefits of digital signatures in the eyes of our users so two-thirds of the users said that the most important benefit of digital signatures is the ability to speed up an approval process also almost two-thirds said that saving on staff time scanning copying and routing is a major benefit for them and of course this is converted into an roi which basically basically allows you to save on paper and handling costs and also half of the people in the service said that the proven compliance for audit and electronic archive is also a huge benefit for digital signatures so as you can see about sixty-three percent of the users that were asked said that the RO I was achieved in less than 12 months which is great so now that we know more about the benefits of digital signatures let's talk about cosine and how it enables to sign documents within an enterprise cosine is a very secure hardware appliance which is network attached inside cosine there are three main components digital signing keys for each user the graphical images and the user certificates cosine can sync with user directories such as Active Directory in order to automate the user creation and deletion process so in order to add a user to cosine all need to do is to add this user to assign as a group inside active directory and then gossip will pick up on that and create the user inside a typical flow signing a document using call sign would be a user opens the document on his desktop or in SharePoint it will click on the sign button and then hash which is a fingerprint of the document which Indian uniquely identifies the document will be calculated and then using the signing key of the user call sign will sign on the document and embed the signature into the document so let's talk about the main benefits of cosine cosine can be quickly deployed and can be operational within hours once installed cosine can leverage the existing user management system such as Active Directory for centralized control over user creation and deletion cosine is a low maintenance product and it is very easily scalable it also easily integrates with existing infrastructures and provides a P is for more advanced integrations ok so now that we know what is cosine let's talk about cosine in SharePoint and what it makes sense to use them together so first of all both cosine and SharePoint are centralized server based solutions they both sync with active directory for user management and when using them both together they enable users to sign only using their browser without any software installed on the client machine so what is goes on for SharePoint first of all it's an off-the-shelf product you can be installed a deployed in sharepoint 2007 or 2010 environments and it is a standard solution that can be deployed as wsp file once cosign for Jared solution is deployed allows you to do the following things it enables you to sign different document types such as PDF files Word and Excel documents you can also sign infopath web forms without having infopath installing your client machine another nice feature of this solution is the ability to sign list items inside the sharepoint list also a very powerful feature is the workflow integration there are two main options to enable sharepoint with digital signatures one is to do is the client-side approach and then you have to install the software on your client PC and after you sign a document you can upload it into SharePoint when it's already digitally signed another approach would be to use a web browser and the document that is already inside sharepoint and to sign on this document using the service at signing approach the way it works is basically when the users clicks on a document the sharepoint server interacts with cosign on behalf of the user and use it the user sign key in order to sign once the signing process is completed the signature is being embedded into the document and the document is being checked in back into the document library and therefore you have a signed document in the document library on SharePoint another huge benefit of using this approach is the fact that you only use your web browser in order to sign and all of the current smartphones and tablets allows you to use a web browser so that means that you can actually sign using those mobile devices using SharePoint and cosine at this point I would like to demonstrate the cosign for SharePoint solution although the demo is demonstrated on sharepoint 2010 machine the same functionality is available for sharepoint 2007 as well the first thing we notice is that our solution makes SharePoint kind of aware to digital signatures in the document library so you can see that there are different indications regarding the fact that there are signatures in the document can see signature related data such as the signature counter which shows how many signatures there are in the document you can see the last cider name if the document was signed like we seen the p.o war document you can also see that the signature is valid in case of the PIL document so let's click on the p.o PDF document and see how the document actually looks like inside so this document is an example of a purchase order and there are two places where a person could sign so the first place is dedicated for the purchasing manager and the second place is dedicated for the vp sales so now we will close the document and we'll head back with our SharePoint document library so in order to demonstrate the user experience we'll run a workflow that required signatures for two different people on this bo PDF document and we call this one for PDF signing workflow this workflow is very simple and it actually requires two different users the first name is user demo 1 and the second user is demo2 to sign on this document the demo 1 user is the purchasing manager in our case and the second user demo 2 is the vp sales for this demonstration purpose we will now begin as user demo 1 and will see that we have a signature task waiting for us and we'll sign this signature task using call sign so now we see that there is a to-do task assigned for this user demo 1 and this task applies to the p.o PDF file in order to complete the task I will click on the assigned to do task and then we can actually see the workflow progress so after clicking the respond to task link I am being forwarded to what we call a signing ceremony page the user can either reject the signing operation or he can improve it by signing the document so the user can review the signature fields clicking on the p.o PDF link so this action allows the user to preview the document and it also allows the user to actually see where he is about to sign the Purchasing Manager signature was predefined in the workflow settings so now that we finished reviewing the document will proceed with the signing operation by providing our username and password so in this case and providing the user demo 1 and its password and then I'm clicking the Sign In button and this will do two things first of all it will sign on the document using cosign the second of all it will notify the workflow that demo one signed the document and the workflow can continue to the next step so now we can see that the first task was completed and now the second task is wait for execution and the second task is intended for the user demo so we will log in as the user demo to include the SharePoint environment and we will see that there is again task waiting for demo to to be signed on so now we can see that there is another task waiting this time it's for intended for user demo 2 and we'll also click on the assigned to do tasks current action and then we'll proceed with the signing operation for the second user in order to sign the document again this time using the vp sales profile also specified by the workflow so this time the predefined profile is vp sales and you can also see in the preview that the demo1 signature in the Purchasing Manager location was already applied now click on the go to signature to see where the vp sales in issue will be located and then we provide our silent credentials the demo1 credentials in order to approve this document once again and to create a new digital signature in the document and as a result of that the workflow will come to an end and the document will have to digital signatures inside the work was completed since the tooth signature tasks were completed and then if we go back to the document library we will see that the document was signed that signature counter is to the hopeful is completed and the signature is valid we can also see the last Steiner name which is demo2 let's open the document to see how the signature looks like inside the PDF file so you can see the dirt two signatures in the correct locations demo one and demo 2 and this is previewed using the Adobe PDF reader so once you click on a signature you can see all kind of details touches the identity of the signer we can see the certificate of designer that was used for the signing process it is embedded into the document and you can see also that the document was not changed since it was signed in the summer so since these are standard PDF digital signatures you can send this document to anyone any person you want outside the organization and he will be able to open the document without having access to your SharePoint environment or to co-sign another great feature of cosign for sharepoint is the ability to sign in for platforms this is a travel request form and then we'll just fill in my details I will request a travel from New York to Chicago for example and after I will input only details i will save this form into the form library you now we'll check in the form into the form library and I will sign the form as you can see the signature counter is still 0 so I will sign this form as the request for the approval so I'm choosing the request signature and then I'm entering my reason for signing some reason is please approve this document and then I'm entering my own credentials and I'm clicking the Sign In button in order to sign the request signature field now a signature was created in the form and that can review all the signatures from within SharePoint without even opening the document so I'm clicking on the document that I'm kicking the review signatures and they can see all the details regarding two signatures such as date and time of designing and also the reason I just entered you can see the designer name is my name and the signature counter wood was updated to one the signatories value so now I can check out the document and now I will act as the approver so I'm checking out the document and then I'm adding the approval notes all of the other fields are being sealed in the document by the first signature and all I can do is to add that prove your notes and then sign on the document so you will now see that the note says I approve and now i will check it the document back in I'm sorry did the form back in and I will sign this form this time I'm signing the form is John Miller which is the approver in this case and in the reason field I will say I approve you so now the document will be signed and in the form itself you will be able to see that there are two signatures and the last sign name is John Miller notice that everything was done using only the browser and there is no need to install the infopath client so this means that mobile devices can be used for digital signing as well on a platform so let's summarize y cosine in sharepoint so cosine is the leading digital signature solution for the enterprise once it deployed it can work seamlessly with the enterprise Active Directory or any type of user directory which is l-dub based it scales easily so you can start off with several users and then go to a large number of users it supports many authentication method such as user name and password Kerberos or more advanced methods such as ODB and even biometric fingerprints cosine fully integrates with SharePoint and allows to sign different types of documents directly in the SharePoint document library it also enables you to sign in for platforms within the form library and it enables workflows with digital signatures for more advanced integration options cousin provides API which is called sappy and it is a very high level API for digital signatures it allows to reduce digital signatures into complex processes very easily I would like to take a moment to talk about the RX her ex was founded in 1987 it is a privately held company and it is a worldwide leader of digital signatures and data security solutions Eric's provides different products for the security and digital sig interest markets including cryptographic USB tokens and smart cards private server HSM and the cost in digital signature solution which we saw before the cosine market footprint slide easy demonstrate the digital signatures are needed in all verticals so it shows you that if it's a finance or healthcare a legal market or the engineering life sciences or even government markets all these markets are in need of digital signatures