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Encrypting PDF document and adding digital signature

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7.3 Encrypting PDF document and adding digital signature 7 7.3 Encrypting PDF document and adding digital signature Selecting [PDF] or [Compact PDF] as a file type when distributing a scanned document or document saved in a User Box allows you to enhance security for the PDF document by encrypting it using a password or the digital ID of a user (public key). When a device certificate is registered in the MFP, a PDF document can be distributed with a digital signature added. Adding a digital signature certifies the author (MFP) of the sent document and guarantees that the document has not been modified after being signed. Reference - Using PageScope Web Connection, you can encrypt and add a digital signature to send a document in a User Box to another device in the PDF format. - To add a digital signature, it is necessary to encrypt the PDF document using a password or digital ID. 7.3.1 Password-based encryption To encrypt a document using a password, configure the following settings. Item [Encryption Target] [Encryption Type] [Signature] [Encryption Level] [Password] [Document Permissions] Description Select an encryption target. Selecting [Other than Metadata] excludes the item specified in [PDF Document Properties] from the encryption target. Selecting [Other than Metadata] does not allow you to select [Low Level] for Encryption Level. Select [Password]. When a device certificate has been registered in the MFP, specify whether to add a digital signature. For details on registering a device certificate in the MFP, refer to the [User's Guide Network Administrator]. Select an encryption level. • [Low Level]: RC4 encoding method (40-bit key length), supported by Acro- bat 3.0 or later • [High Level 1]: RC4 encoding method (128-bit key length), supported by Acrobat 5.0 or later • [High Level 2]: AES encoding method (128-bit key length), supported by Acrobat 7.0 or later Enter the password required to open a PDF document. Enter the password twice for confirmation. Enter the password required to change the document permissions. Enter the password twice for confirmation. You cannot use the same password as that specified in [Password]. After you have configured document permissions, press [Detail Settings] to configure the detailed permission settings. The set values vary depending on the encryption level. bizhub 423/363/283/223 7-4

Section	Page
Table of contents	2
1 Introduction	7
1.1 Welcome	7
1.1.1 User's guides	7
1.1.2 User's Guide	8
1.2 Use conditions	9
1.3 Conventions used in this manual	10
1.3.1 Symbols used in this manual	10
To use this machine safely	10
Procedural instruction	10
Key symbols	11
1.3.2 Original and paper indications	11
Original and paper sizes	11
Original and paper indications	11
2 Overview	13
2.1 Overview of each function	13
2.1.1 Supported function table	13
2.1.2 Key layout after the function is expanded	13
2.1.3 Functions available with expanded functions	14
3 Assigning Application Keys	16
3.1 Overview	16
3.1.1 Key layout after the function is expanded	16
3.1.2 [Application Menu]	17
3.2 Customizing the application keys 1 and 2	18
3.2.1 [Application Key Settings]	18
4 Web Browser Function	21
4.1 Overview	21
4.1.1 Available operations with the Web Browser function	21
4.1.2 Specifications	21
Specifications for Web Browser	21
Restrictions on Flash Player	22
4.2 Displaying Web Browser	23
4.3 Configuring settings to enable use of the Web browser	24
4.3.1 Restricting the use of the Web browser in the MFP	24
[Web Browser Setting]	24
4.3.2 Restricting the use of Web browser for each user	25
[Function Permission]	25
4.3.3 Restricting the use of local contents	26
[Web browser contents access]	26
4.4 Basic operation	27
4.4.1 Screen components	27
4.4.2 Operating instructions	28
Operation using the Touch Panel	28
Operation using the Keypad	28
4.4.3 How to enter text	29
Entering text	29
4.4.4 Screen display mode	29
[Normal]	29
[Just-Fit Rendering]	29
[Smart-Fit Rendering]	29
4.4.5 Specifying speaker volume	30
4.5 Toolbar	31
4.5.1 Description of the toolbar	31
4.5.2 [Favorites] - [List]	32
List of favorites	32
4.5.3 [Favorites] - [Add]	32
4.5.4 [Address]	33
4.5.5 [History]	33
[Display History]	33
4.5.6 [Print]	34
4.5.7 [Menu]	34
4.6 Configuring the Web Browser settings	35
4.6.1 [Page Operation]	35
4.6.2 [Display]	35
4.6.3 [Manage windows]	36
4.6.4 [Settings]	36
4.7 Printing, displaying, or saving a document file	37
4.7.1 Printing a document file	37
4.7.2 Displaying a document file	38
4.7.3 Saving a document file	39
4.8 Uploading a document file	40
4.8.1 Restrictions	40
4.8.2 Uploading a scanned document file	40
4.8.3 Uploading a document file in a User Box	41
5 PageScope Web Connection (Web Browser Function)	44
5.1 Using PageScope Web Connection	44
5.1.1 Prior check	44
5.1.2 How to access	44
5.2 Screen components	45
5.3 Logging in and logging out	46
5.3.1 Login	46
5.3.2 Logout	46
5.4 Using the User Box function	47
5.4.1 Open User Box	47
[Open User Box]	47
[File List]	48
5.4.2 Document operations	49
Printing a document	49
Deleting a document	51
6 Image Panel	54
6.1 Overview	54
Features	54
6.2 Displaying the Image Panel	55
6.3 Operating Image Panel	56
6.3.1 Screen components	56
6.3.2 General operation	57
6.3.3 Reading a document	59
Scanning a document	59
Retrieving from User Box	60
Retrieving a document from an external memory	61
Using data saved in a cellular phone or PDA	62
6.3.4 Editing the document	63
[Preview]	63
[Document/Page] - [Edit Document]	63
[Document/Page] - [Combine Documents]	64
[Document/Page] - [Document Settings]	65
[Return to Scan Dest.]	65
6.3.5 Specifying a destination	66
Printing	66
Specifying destinations	67
Saving a document in an external memory	67
6.3.6 Checking the send tray	68
Send Tray	68
[Check TX Tray]	68
6.3.7 Sending data from a cellular phone or PDA	69
6.4 Registering a photo in the address book	70
6.4.1 Specifications of photo data	70
6.4.2 Registering photo data	71
6.5 Customizing Image Panel	73
6.5.1 Customizing the Read Data area	73
6.5.2 Customizing the Document Destination area	74
6.5.3 Deleting a registered shortcut icon	75
7 PDF Processing Function	77
7.1 Overview	77
Available operations with the PDF processing function	77
7.2 PDF document properties	78
7.3 Encrypting PDF document and adding digital signature	79
7.3.1 Password-based encryption	79
7.3.2 Digital ID-based encryption	80
7.4 Direct Print	82
8 Searchable PDF function	84
8.1 Overview	84
Precautions when creating searchable PDF files	84
Recognizable character size	84
8.2 Configuring the OCR operation setting	85
[OCR Operation Setting]	85
8.3 Configuring the searchable PDF setting	86
9 My Panel Function	88
9.1 Overview	88
9.1.1 Available operations with My Panel	88
Customizable items	88
Functions available by linking to the Web browser	88
Functions available with Image Panel	89
9.1.2 My Panel acquisition procedure	89
9.1.3 Restrictions on using the My Panel function	89
9.2 Displaying My Panel	90
9.2.1 Main Menu	90
9.2.2 Displaying Main Menu	90
9.3 Customizing My Panel	91
9.3.1 [My Panel Settings]	91
9.3.2 Displaying [My Panel Settings]	91
9.3.3 [Language Setting]	92
9.3.4 [Measurement Unit Settings]	92
9.3.5 [Copier Settings]	93
[Default Tab]	93
[Shortcut Key 1] - [Shortcut Key 2]	93
[Quick Settings 1] - [Quick Settings 4]	94
[Default Tab Density Settings]	94
9.3.6 [Scan/Fax Settings]	95
[Default Tab]	95
[Address Book Index Default]	95
[Shortcut Key 1] - [Shortcut Key 2]	96
[Default Address Book]	96
[Default Address Type]	96
9.3.7 [User Box Settings]	97
[Default Tab]	97
[Shortcut Key 1] - [Shortcut Key 2]	97
9.3.8 [Color Selection Settings]	98
9.3.9 [Main Menu Settings]	98
Main menu button	98
Registering a main menu button	98
9.3.10 [Initial Screen Settings]	99
10 My Address function	101
10.1 Overview	101
10.1.1 Classification of address books	101
Public address book	101
My Address Book	101
10.1.2 My Address Book acquisition procedure	102
10.1.3 Restrictions on using the My Address function	102
10.2 Registering and editing a destination	103
10.2.1 Address Book	103
10.2.2 Group	104
10.3 Copying destinations between address books	106
10.3.1 Copying destinations from the public address book to My Address Book	106
10.3.2 Copying destinations from My Address Book to the public address book	107
10.4 Using My Address Book when sending a document	108
10.4.1 Specifying destinations	108
10.4.2 Searching for destinations	108
11 Index	110
11.1 Index by item	110

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bizhub 423/363/283/223

7-4

7.3

Encrypting PDF document and adding digital signature

7.3

Encrypting PDF document and adding digital signature

Selecting [PDF] or [Compact PDF] as a file type when distributing a scanned document or document saved

in a User Box allows you to enhance security for the PDF document by encrypting it using a password or the

digital ID of a user (public key).

When a device certificate is registered in the MFP, a PDF document can be distributed with a digital signature

added. Adding a digital signature certifies the author (MFP) of the sent document and guarantees that the

document has not been modified after being signed.

Reference

Using

PageScope Web Connection

, you can encrypt and add a digital signature to send a document

in a User Box to another device in the PDF format.

To add a digital signature, it is necessary to encrypt the PDF document using a password or digital ID.

7.3.1

Password-based encryption

To encrypt a document using a password, configure the following settings.

Item

Description

[Encryption Target]

Select an encryption target.

Selecting [Other than Metadata] excludes the item specified in [PDF Document

Properties] from the encryption target.

Selecting [Other than Metadata] does not allow you to select [Low Level] for

Encryption Level.

[Encryption Type]

Select [Password].

[Signature]

When a device certificate has been registered in the MFP, specify whether to

add a digital signature.

For details on registering a device certificate in the MFP, refer to the [User's

Guide Network Administrator].

[Encryption Level]

Select an encryption level.

•

[Low Level]: RC4 encoding method (40-bit key length), supported by Acro-

bat 3.0 or later

•

[High Level 1]: RC4 encoding method (128-bit key length), supported by

Acrobat 5.0 or later

•

[High Level 2]: AES encoding method (128-bit key length), supported by

Acrobat 7.0 or later

[Password]

Enter the password required to open a PDF document.

Enter the password twice for confirmation.

[Document Permis-

sions]

Enter the password required to change the document permissions. Enter the

password twice for confirmation. You cannot use the same password as that

specified in [Password].

After you have configured document permissions, press [Detail Settings] to

configure the detailed permission settings. The set values vary depending on

the encryption level.