JANUARY 2021

Digital signature using Adobe

Acrobat Reader
> DIVISION OF INFORMATION SYSTEMS & TELECOMMUNICATIONS (DIST)

IT Customer Support Service

End-User Guide

7 January 2021
V1.2
PREPARED BY:
IT Customer Support Service

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Contents
1. Introduction ........................................................................................................................................................................... 3

2. What you need to digitize your signature or stamp ...................................................................................................... 4

3. Digitizing your signature/stamp ........................................................................................................................................ 4

4. Creating your Digital ID in Adobe Acrobat Reader ....................................................................................................... 6

5. Signing your documents with Digital ID ........................................................................................................................ 11

6. Adding a “stamp” to a PDF in Adobe Acrobat .............................................................................................................. 16

7. Digital ID and e-signature: Frequently Asked Questions .......................................................................................... 19

7.7. How do I Resolve the "At least one signature has problems" error in Adobe Reader? ................................... 20

8. Using mobile device with sign finger or stilus on a touchscreen software ............................................................ 21

9. Additonal resources and support .................................................................................................................................... 24

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1. Introduction
A certificate-based digital signature, like a conventional handwritten signature, identifies the person signing a
document.

To sign a document with a certificate-based signature, you must create a self-signed digital ID in Adobe
Acrobat Reader. Every time you sign a document, you will use your digital certificate and password to validate
your credentials. For instructions how to do that see Section 5.

Adobe Acrobat Reader also allows you to use an image of your signature or of a digitized stamp to “stamp”
PDF documents without creating a Digital ID. As opposed to the Digital ID, it is not password protected and
you will not have your personal details automatically displayed alongside the image of your signature/stamp.
For details on how to “stamp” a PDF, see Section 6.

Validity of the digital signature/digitized stamp

This guide provides technical guidance on how to create a self-generated Digital ID in Adobe Acrobat and to
sign and “stamp” documents electronically. Note that the signature stamp and the personal details (name,
Division, and email) that appear alongside it are logged in by the user. The authenticity of the signature and
personal details are not validated by a trusted third party. It means that the described methods do not
provide an authentication mechanism that would allow to prove that the signer is who they say they are, thus
may render such signature not legally enforceable.

For information about the formally authorized methods to be used for electronic signature please refer to
Section 4 in the Operational Guidelines for paperless processes including electronic signatures and online file
attachments in MSRP (UNHCR/OG/2020/1).

Contact DFAM / PACS at [email protected] if you have questions about whether the usage of an electronic
signature is appropriate and PACS will coordinate with relevant Divisions as deemed necessary.

This document provides step-by-step instructions for the following:

• How to create a digital image of your signature/stamp

• How to create a Digital ID in Adobe Acrobat Reader

• How to use your Digital ID to electronically sign a PDF

• How to “stamp” a PDF with an image of your signature or of an actual stamp

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2. What you need to digitize your signature or stamp

• Adobe Acrobat Reader DC (or Adobe Acrobat Pro) installed on your laptop/workstation.
UNHCR-issued computers normally have Adobe Acrobat Reader DC pre-installed. You can also
download the application on your personal computer. The Adobe Acrobat Reader DC application is
free.

• A white sheet of paper

• Pen (preferably with blue ink) for signature / stamp

• Scanner or mobile phone with a camera

• Any Portable Document File (PDF) that you can access from your laptop/workstation

3. Digitizing your signature/stamp

3.1. Sign clearly with your usual signature a sheet of white paper. It is advised to use a pen with blue ink.

3.2. Scan a copy of your hand-written signature and save the PDF document on your computer.

If you don’t have a scanner, follow the steps below

(The same instructions can be followed to digitize a stamp):
3.3. Take a photo of your signature with your mobile phone ensuring that the signature can be framed within a
rectangle. Make sure that the lighting is uniform and the focus is good for maximum clarity.

3.4. Upload the photograph to your computer. You can send the photo to your UNHCR email account and
then save it on your computer. Take note of the location of the file.

3.5 To improve the clarity of your signature and remove dark or uneven background, follow the steps below:

• Open the Paint application

• Crop tightly around the image

• Save the cropped image in PNG format – close the image, but keep Paint open

• Open PowerPoint and select a new blank presentation

• On an empty page, insert the cropped image, the Format menu will be active

• Select Remove Background (the button in the upper-left corner) – Powerpoint will automatically
try and select all “background” areas by highlighting them in pink. Use Mark Areas to Keep or
Mark Ares to Remove to adjust. Click on Keep Changes when you are statisified.

• CTRL-C to copy the image to the clipboard

• Go back to Paint, and CTRL-V to paste the image into the application

• Save this version as your signature – again use PNG format

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3.6. Convert the photo/PNG file into PDF:

• Open the image on your computer (by default the image opens in the Photos app)

• Click on the Printer icon

• Under title Printer, choose Microsoft Print to PDF from the drop-down menu

• Click Print

• Type in a new file name, choose the location where your file will be saved, and click Save

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4. Creating your Digital ID in Adobe Acrobat Reader

4.1. Open the Adobe Reader on your computer and go to:

• Edit > Preferences > Signatures > Creation & Appearance > More…

4.2. Under Appearances, click New…

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4.3. Add a Title (a name under which you will be able to find this signature); under Configure Text click to
include all the elements; select Imported Graphic and click File…

4.4. Click browse and locate your saved PDF signature (from Section 3) and select the file.

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4.5. Click OK and your signature should appear in the Configure Signature Appearance screen. Click OK on
this screen, and the subsequent screens until you return to the Preferences screen.

4.6. Now, you need to create your Digital ID. Under Identities & Trusted Certificates, click on More…

4.7. Click Add ID in the menu at the top

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4.8. Select A new digital ID I want to create now and select Next

4.9. Select New PKCS#12 digital ID file

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4.10. Enter your Name, Organization Unit (your Division), Organization Name (UNHCR), Email Address
(UNHCR email address) and Country/Region (drop down menu).
Leave the Key Algorithm, and Use digital ID for options with their defaults. When complete, click Next to
continue.

4.11. Choose a secure password (for security considerations, it should be different from your UNHCR account
password and the rating should show as “Strong”), which you will be prompted to enter every time you
digitally sign a document and then click Finish.

NOTE: This password is needed each time you “sign” a PDF file. Make sure you remember it, otherwise you
will not be able to sign documents with your Digital ID.

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4.12. Click the X on the subsequent window to close the window and OK on the Preferences Window.

NOTE: the Digital ID is available only locally on the computer which you used to created it . If you want to use
this Digital ID to sign a PDF on a different device, you need to first import it into the other device.

5. Signing your documents with Digital ID

5.1. In Adobe Acrobat Reader, open or create the PDF you would like to sign.

NOTE: Make ALL necessary changes (if any) to your document first, before signing. If any changes are made
after the signature is in place, the document will display a note indicating changes that were made after signing.

5.2. Click the Tools tab and then under Certificates click Open.

5.3. A new section will be appended to the top of your document called Certificates. Click Digitally Sign and
OK to proceed.

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5.4. Using your mouse, click and drag to draw an area where you would like the signature to appear (Left
mouse click > Drag a box > Release). Once you finish dragging out the desired area, you will be taken to the
next step in the signing process.

5.5. In the Sign with a Digital ID window, select the Digital ID file you would like to use by clicking on the
digital signing certificate, then click Continue.

NOTE: If there are no digital signing certificates available then go back to Section 4 to set your Digital ID up.

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5.6. In the new window, click on the Edit button

5.7 Under Include Text, click to include all the elements. You can change Text Direction to further customize
the look of your signature. Click Save

5.8 Now, choose how you would like your signature to look. Choose My signature to insert a photo/scan of
your actual signature that you have created and uploaded to Adobe Acrobat in Sections 3-4. The Standard
Text option will show your name in the text format.

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In the lower-left corner, type in the password you have created for your Digital ID.
You also have an option to lock the document after signing by ticking the corresponding box under the
signature. If the signer chooses to lock the document after signing, the document becomes read-only for
everyone, including the signer.

NOTE: If multiple colleagues need to sign the document check that it is not locked. The document should only
be locked when the LAST person signs it. Once the PDF is locked, it is not possible to “unlock” it to make
further changes.

5.9. After you click Sign you should get a pop-up window to save your newly signed PDF file.

5.10. After saving this file if you open it up you should see your signature in the location you drew out before
for signing.

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5.11. Every time you share or upload your signed document, it is advised to check that it has your digital
signature. Note that you cannot remove a digital signature unless you are the one who placed it on the
document and you still have the Digital ID used for that signature installed.

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6. Adding a “stamp” to a PDF in Adobe Acrobat

You can create your own stamp with an image of your signature or of an actual stamp and apply it to a PDF in
much the same way you apply a rubber stamp to a paper document.

NOTE: Signing a document with a “stamp” in Adobe is not one of the formally authorized methods to be used
for electronic signature (see Section 4 in UNHCR/OG/2020/1).

After you have prepared an image of your signature or of a stamp as described in Section 3, follow the steps
below to apply it to a PDF:

6.1. Open the PDF you want to stamp in Acrobat Reader.

6.2. Click the Tools tab and then under Stamp click Open.

6.3. If you will use the same stamp in multiple documents, open the Custom Stamps menu and select Create or
Manage.

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6.4. Browse to locate the PDF file with an image of your signature/stamp you want to overlay on the
document.

6.5. Click OK to create a custom stamp; provide a category (your choice) and name (your choice) and click OK.

6.6. To use the stamp, click on the Stamp icon and select your custom stamp.

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6.7. Place the stamp at the appropriate place on the document and resize if required.

6.8. In order to permanently “embed” your signature into the PDF, export the stamped document into a new
PDF by clicking File > Print. In the newly opened window choose “Microsoft Print to PDF”, and save the
document under the chosen name and location.

If you simply save the new file, the stamp will remain in the form of a pasted image that can be moved or
deleted.

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7. Digital ID and e-signature: Frequently Asked Questions

7.1. What if my form or document is not in PDF? How do I sign it?

You can print the document to PDF then open the output PDF to sign.

7.2. Can I sign multiple times or multiple pages in a document?

Yes, you can apply your signature as many times as needed in the required places in the document. If multiple
colleagues need to sign the document make sure you do not lock it. Once the PDF is locked, it is not possible
to “unlock” it to make further changes.

7.3. My signature is too big/too small. How can I adjust it?

Most likely the problem is with the file that represents your signature. You need to make sure that the PDF of
your signature is cropped to the size of the signature itself. Adjust the image of your signature in PAINT before
printing it to PDF as described in Section 3.

7.4. What if multiple signatures are needed and the PDF is locked after the first signature?

In this case, the document becomes read-only and no further changes are allowed; even a signature can’t be
added to the document. You have no other option than to create the PDF again or request the PDF from the
owner. Generally, the PDF is locked for editing, but not for signing unless you or the first signer chooses
the Lock document after signing option while signing.

7.5. How can I make sure that multiple signatures can be added to the document?

Before you sign a PDF, you can save a copy of the PDF. Also, while signing the PDF, you’re prompted to save it
as the PDF. You can choose a different name so that you have the original PDF unsigned.

If you’re expecting others to sign the PDF, don’t select the Lock document after signing option in the Sign As
dialog box or the Sign Document dialog box.

7.6. Can I edit a PDF that I signed?

If you’re the only one signer, you can remove the signature and then work on the document or edit the source
document.

To remove your signature, right-click the signature and then choose Clear Signature.

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7.7. How do I Resolve the "At least one signature has problems" error in Adobe Reader?

If the error "At least one signature has problems" appears in Adobe Reader it means that the security
certificate of one of the signatories is not added as a trusted identity in your Adobe.

The below instructions may differ among various devices and Adobe Reader versions.

• Open the PDF document in Adobe Reader showing the “At least one signature has problems” error.

• Click on the Tools tab and in the new window select Certificates icon.

• In the menu at the upper part of your screen, click Validate All Signatures. It will prompt the message
to validate all signatures depending on the settings.

• Click OK to validate all the signatures. Once all signatures are validated it will show a success message
depending on the settings.

• If the signatures are successfully validated Adobe Reader will show the message Signed and all
signatures are valid.

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8. Using mobile device with sign finger or stilus on a touchscreen

software
Only for internal documents that do not create binding commitments towards external parties, mobile devices
with sign finger or stylus on a touchscreen software (mobile devices with stylus support pen, signature apps)
may be accepted provided that:

a. The signature clearly matches a reference specimen signature; and

b. It was shared from the official unique UNHCR e-mail account ([email protected]) of the signatory.

These instructions are in line with Operational Guidelines for paperless processes including electronic
signatures and online file attachments in MSRP (UNHCR/OG/2020/1).

The below step-by-step instructions have been developed to electronically sign a PDF on an iPhone. Similar
process applies to other mobile devices (smartphones and tablets).

If you have received a PDF as an email attachment though the native Mail app on your mobile device, you can
sign the document directly in the app (for the step-by-step instructions see part 8.2. in this section). If you use
the Outlook app on your Apple device, you need to additionally install OneDrive app as detailed below.

8.1. Instructions for signing PDF received through the Outlook app on a mobile device:

If you use the Outlook email app on your mobile device, you need to install OneDrive app in
order to be able to eletronically sign a PDF.

• Install OneDrive app on your mobile device (via Apple Store or Google Play).
• Sign in with your UNHCR login and password (the same credentials you use to sign into your Outlook
mail). If you use Multi-Factor Authentication, which is recommended as it adds a second layer of
security to your account , you will be asked to confirm your identity using your second factor of
authentication.
• In your Outlook mail app, open the email with the PDF attachment you need to sign.
• Once the document opens, click on the arrow in the upper right corner > Save to Account > OneDrive.
By default, the file will be saved in your Desktop folder.

• Open you OneDrive app, sign in if required, and open the PDF saved in your Desktop folder. You can
use the search bar to locate the file quicker.
• Once the PDF opens, click on the ellipsis in the upper right corner of the screen > Signature

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• Sign with a finger or stilus in the newly opened window. You can choose to store your signature for
future use by ticking the option Store Signature. Click Done.

• Drag and drop your signature to the required location in the document. You can adjust the size by
pulling a corner of the signature stamp.

• Click Done. The signed document will be saved in your OneDrive.

• To share the signed PDF, click on the arrow icon in the upper right corner of the screen > choose Send
a Copy at the bottom of the screen > Email in Outlook. A new email will be automatically created with
the signed PDF in attachement.

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• Remember to move the signed file from your OneDrive (which serves as storage for your personal
work files and will be deleted along with your account if you separate from the organization) into the
dedicated location for finalized documents (e-SAFE) or for collaboration (Microsoft Teams/SharePoint
Online).

8.2. Instructions for signing PDF received through the native Mail app on a mobile device:

• If you use native Mail app on your Apple device, you can sign a PDF directly from your email
without saving the file in OneDrive.
• In the Mail app, open the email containing the PDF you need to sign and click on the document to
open.
• Go into the Edit mode by clicking the pen in the upper right corner. Then, on the panel that opens
at the bottom tap on + > Signature

• Sign with a finger or stilus in the newly open window and click Done.
• Drag and drop your signature to the adequate location in the document. You can adjust the size of
the signature by pulling a corner of the signature stamp.
• Click Done. A new email will automatically be created with the document you signed in
attachement.
• Remember to save the signed file in the dedicated location for the finalized documents (e-SAFE)
or for collaboration (Microsoft Teams/SharePoint Online).

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9. Additonal resources and support

• Digital ID FAQs on the Adobe website, including how to validate a digital signature - Link

• Adding security to documents – User Guide on the Adobe website –Link

• For information about the recommended practices on e-signature please refer to Section 4 in the
Operational Guidelines for paperless processes including electronic signatures and online file
attachments in MSRP (UNHCR/OG/2020/1).

• Contact DFAM / Policy and Audit Coordination Section (PACS) at [email protected] if you have
questions about whether the usage of an electronic signature is appropriate and PACS will coordinate
with relevant Divisions as deemed necessary.

• For technical support, contact the Global Service Desk

Email: [email protected]
Internal Voice Network: 4122 8888
Phone: +41-22-739-8888

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