Document operations

The internal document management functionality allows users and administrators to exchange documents for obtaining a signature certificate.

Administrator operations

• Add, edit, and delete documents
• Review user documents
• Sign documents with an electronic signature
• Verify the upload of an original user document

You can manage documents in the user profile and in the document repository under the Documents section.

User operations

• Add, edit, and delete documents
• Download documents
• Sign documents with an electronic signature

Prerequisites

To configure document management:

1. Open the Configuration Wizard.
2. Go to Common features.
3. Enable the Internal document management option.
4. Open the Management Console.
5. Go to Configuration → Roles.
6. Grant the required document management privileges to role members.

Document management privileges

• Viewing document repository
• Adding document
• Changing document
• Removing document
• Approving document

To allow users to delete documents in the Self-Service:

1. Open the Configuration section and navigate to policy settings.
2. Go to Workflow → User permissions → Document operations.
3. Enable the Delete option.
4. Click Save.

Documents check

You can review documents submitted for certificates to ensure correct processing and prevent errors.

Once users upload and sign documents in the Self-Service, you can review, approve, or reject these documents in the user's profile.

If you have configured email notifications in policy settings, you will automatically receive an email notification with the attached PDF-document when a user uploads it.

Check signature certificate documents

You can also suspend the card issuance and update operations. In this case, both the Certification Authority (CA) and the Axidian CertiFlow administrator or operator verify the documents.

Users can proceed to issue or update a card only after submitting the required documents for the administrator's review.

Configure documents check

To configure additional verification for certificate documents, prepare the document templates:

1. Open the Configuration section and navigate to policy settings.
2. In the PKI settings section, select the required CA and open Templates.
3. Select the required template and click .
4. Configure the certificate document verification options according to your intended workflow scenario:

Accept certificate request automatically	Make sure the option is disabled so that you could review the certificate issue request before sending the request to the CA.
Accept signed certificate renewal request automatically	УMake sure the option is disabled so that you could reviewthe certificate renewal request before sending the request to the CA.
Require signed certificate document before continuing card issuing/updating	Enable this option so that the user can write a certificate to the card only after they provide you with a signed certificate form. After the certificate is approved in the CA, the certificate form is available to the user in the Self-Service. The user can download and sign the certificate form and submit it for administrator verification.

Review documents

To review a certificate document:

1. Go to Users and search for the required user.
2. Click on the login to open the user profile. The uploaded document appears in the Documents section.
3. Download and review the document.
4. Click .
5. In the document approval window, establish the link between the uploaded document, the certificate template, and the card:
   1. In the Certificate list, select the template used for issuing the certificate.
   2. In the Card list, select the card where the certificate is written.
   3. Click Approve.

If the user generated the document from a template on the Card content tab, the link between the document, the certificate template, and the card is established automatically. In this case, you do not need to approve the document.

caution

If several certificates are written to a card at once, the card can be issued only after both certificate requests are approved by the CA.
If one of the certificates was approved automatically and has a Valid status, it is written to the card along with the second certificate.

Add and sign documents

You can add documents and sign them with an electronic signature.

Document signing requirements

To sign documents with an electronic signature, make sure the following requirements are met:

• You have a card with a signing certificate
• The signing certificate has any status other than Revoked, Expired or Error
• The certificate's Enhanced Key Usage field contains the Secure Email (OID 1.3.6.1.5.5.7.3.4) and Code Signing (OID 1.3.6.1.5.5.7.3.3) values

To add and sign a document:

1. In the user profile, go to the Documents section and click Add document.
2. Select the document type and upload the file.
3. (Optional) Fill in the Description field.
4. Click Sign document.
5. Connect the card with the signing certificate to the workstation and select it in the Card list.
6. Select the appropriate certificate in the Certificate list.
7. Enter the user PIN.
8. Click Add.

The signed documents automatically appear in the Documents list in the user profile. To download the signature file, click .

Original document receipt confirmation

You can confirm the receipt of a document's original copy.

To confirm the receipt of an original when you add a new document:

1. Click Add document.
2. Select the document type.
3. Upload the file and enter a description.
4. Enable the Original received option.

To confirm the receipt of an original for an existing document:

1. Click next to the required document.
2. Enable the Original received option.