Security using QR Codes

A Step-by-Step Guide.

     In today’s fast-paced digital world, signing documents electronically has become a standard practice for businesses and professionals. Whether you’re working on contracts, project plans or approval forms, having the ability to create a digital signature can save you time and help maintain security.

     Bluebeam Revu, a leading PDF editing and markup tool, offers an easy and secure way to add digital signatures to your documents. In this guide, we’ll walk you through the process of creating a digital signature in Bluebeam Revu.

  Why Use Digital Signatures in Bluebeam Revu?

     Using digital signatures in Bluebeam Revu provides numerous benefits compared to traditional signing methods. Digital signatures enhance security by encrypting the document, ensuring it cannot be altered after signing and verifying the signer's identity. They are legally recognized in many countries, including the United States, where they adhere to regulations such as the Electronic Signatures in Global and National Commerce (ESIGN) Act. Furthermore, digital signatures improve efficiency by eliminating the need for printing, scanning and physically signing documents, which simplifies your workflow. Bluebeam Revu also offers comprehensive audit trails for digital signatures, making it easy to track the signing process and maintain compliance with legal and regulatory requirements.

  How to Create a Digital Signature in Bluebeam Revu

     The process of creating a digital signature in Bluebeam Revu consists of several straightforward steps: creating a digital ID, exporting the ID certificate, generating a signature and applying it to documents.

        Step 1: Create a Digital ID

• Open Bluebeam Revu and navigate to Tools > Signature > Digital IDs.

• In the Manage Digital IDs dialog box, click the + button.

• If you already have a digital ID, click Browse for existing ID to import it. If not, you can either create one within Bluebeam Revu or the Windows Certificate Store.
• To create a new ID within Revu, select Create a Digital ID file.
• Fill in your Name and Email Address under Identity.
• Choose a location to save the ID file under PKCS#12 Options, then set and confirm a password. Once done, click OK.

        Step 2: Export Your Digital ID Certificate

     Unlike certificates issued by certificate authorities, digital IDs created in Bluebeam Revu are not automatically verified. To share your digital ID certificate with others:

• Select your ID from the list and click Export.
• Choose a location to save the file, then share it with recipients.

• Your recipients can import the certificate as a Trusted Identity by navigating to Tools > Signature > Trusted Identities. Once added, they can validate signatures made with that digital ID.

        Step 3: Create a Digital Signature Appearance

• Select your ID and click Manage Appearances.
• Press the + button to create a new appearance.
• In the Title field, give your signature template a name.
• Under Graphic, you can choose to add a logo or other visuals, adjusting its position within the signature.
• In the Text section, use checkboxes to select desired options and adjust the alignment and font size.
• Decide whether to display labels for field names using the Labels option. Deselect Labels if you prefer to show only the data.
• If you want to remove the Bluebeam logo watermark, uncheck Logo.
• Once satisfied with the appearance, click OK.

        Step 4: Create a Signature Field

• To sign a document, go to Tools > Signature > Sign Document.

• Drag your cursor to define the signature field on the document.
• In the Sign dialog box, select your digital ID from the drop-down menu, enter password and click Log In. A preview of your signature will appear in the Appearance box.
• Choose the Signature Type (either sign or certify the document). Keep Digital Signature selected for a standard digital signature.
• Optionally, you can enter a Reason for signing the document, as well as your Location and Contact Info (though these fields are not required).
• Select the signature appearance you created earlier.
• Once all settings are finalized, click OK to place your digital signature on the document.

        Step 5: Save the Signed Document

     Once the signature is applied, Bluebeam Revu will prompt you to save the document. It is recommended to save the signed document under a new file name to preserve an unsigned version for your records. Please note that after the signature is applied, the document is locked, and any changes made afterward will invalidate the signature.
        Step 6: Verify the Signature
     To verify the authenticity of the digital signature:

• Right-click on the signature field and select Signature Properties to view the signature details, including the signatory’s name, signing time and the certificate used.
• You can also check the document's signature status, which Bluebeam Revu automatically updates. If the document has been altered after signing, Bluebeam will notify you that the signature is no longer valid.

  Benefits of Using Digital Signatures in Bluebeam Revu

     - Security and Encryption: Bluebeam Revu’s digital signatures are encrypted, making it nearly impossible for anyone to alter the signed document without detection.

     - Audit Trails: Bluebeam keeps a detailed log of the signature process, providing an audit trail that includes information about when and by whom the document was signed.

     - Compliance: Digital signatures in Bluebeam Revu comply with major e-signature laws like the ESIGN Act and UETA, making them legally binding.

     - Efficiency: Digital signatures allow for faster document processing. You can sign multiple documents in just a few clicks, avoiding the need for paper-based workflows.

  Troubleshooting Common Digital Signature Issues

     - Signature Certificate Issues: If you’re unable to select or apply your certificate, ensure that it’s correctly installed on your device. If necessary, reinstall your certificate or contact your certificate authority for assistance.
     - Invalid Signature: If a signature appears invalid after signing, it may be due to document alterations or a mismatch between the signing certificate and the document. Ensure that no changes are made to the document after signing.
     - Self-Signed Certificates: If you’re using a self-signed certificate, be aware that some recipients may receive warnings indicating that the signature is not trusted. Consider using a certificate from a recognized certificate authority (CA) for more widespread acceptance.

     Creating a digital signature in Bluebeam Revu is a quick, secure, and professional way to sign documents electronically. Whether you’re signing contracts, blueprints, or proposals, a digital signature ensures the integrity of your document and helps you maintain a legally binding record of your approval.

     With Bluebeam Revu’s digital signature feature, you can streamline your workflows, eliminate paper-based processes and improve document security—all while staying compliant with industry standards. Start using digital signatures in Bluebeam Revu today to enhance your productivity and professionalism in your daily work.

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