A digital signature of documents has become an increasingly present resource in the administrative routine of all types of companies, which involves knowing how to put digital signature in pdf.
This makes the processes more agile and practical, it also proves to be advantageous for the expressive reduction of costs with displacements and notary expenses and for the exponential decrease in paper consumption, characterizing itself as an option both economically and ecologically sustainable.
However, because it is something relatively recent, many still have difficulties to understand this tool. With that in mind, we, at ZapSign, prepared this article with a complete tutorial, explaining step by step the process of how to put a digital signature in PDF.
What is digital signature?
Digital signature is basically a specific type of electronic signature, whereby the signatory can use a digital certificate to prove its authorship.
This procedure can be done by various means and mechanisms, such as:
- the signature itself, made on an electronic device such as a smartphone or tablet;
- fingerprint;
- registration of the IP data of the signer of a given document;
- record of information on the device on which the subscription was made;
- use of a token sent by email or SMS;
- geolocation;
- or even a selfie.
There are also special platforms for signature verification, which serve to guarantee the integrity and authenticity of digital documents.
According to the standards of the Brazilian Public Key Infrastructure (ICP-Brazil), these digital certificates must be issued by a Brazilian certification authority.
Some examples of digital certificate include the e-CNPJ and the OAB token used by lawyers. There are also different types of digital certificate, such as the A1 and the A3.
Therefore, we realize that signatures and digital contracts are as authentic as any physical document, having full legal validity in virtually every country in the world.
In Brazil, this validity is guaranteed by the Provisional Measure No. 2.200-2 of 2001 and by Provisional Measure No. 983 of 2020.
Difference between digital signature and electronic signature
Although the terms “digital signature” and “electronic signature” are often used interchangeably, they have significant differences in terms of technology and legal validity.
An electronic signature is a broad concept that encompasses any electronic method used to express a person's agreement with the content of a document. This can include simply clicking an "accept" button, typing a name, or inserting an image of a handwritten signature.
The legal validity of the electronic signature, as we will discuss later, depends on the ability to prove the authorship and integrity of the document, which may vary depending on the method used.
On the other hand, a digital signature is a specific type of electronic signature that uses encryption and digital certificates issued by recognized certification authorities, such as those linked to ICP-Brasil. This method guarantees the authenticity of the signatory and the integrity of the document, providing greater legal security. Digitally signed documents are legally presumed to be authentic and are widely accepted in judicial and administrative proceedings.
Therefore, while every digital signature is an electronic signature, not every electronic signature is a digital signature. The choice between one or the other must consider the level of security and legal validity required for the document in question.
⚠️ Also check out these related articles 👇
➡️ ICP-Brasil: how the Brazilian National Digital Certification System works
➡️ How to sign contracts on WhatsApp electronically
➡️ What is a digital contract and how to adopt one for your company
How do I insert my digital signature into a PDF?
First of all, it's good to know that to put a digital signature on PDF, you can use several different software, such as Word, Adobe and ZapSign's proprietary platform. Next, we will explain, step by step, how to do it in each of these tools:
How to put digital signature in PDF by Adobe Reader
1. Read the entire document. After that, and being in agreement with its terms, go to the top bar and click on “Tools”.
2. The option “Certificates” will appear. Go to it and click on “Open”.
3. The “Digitally Sign” option will appear on the top bar. Click on it.
4. Finally, go to the end of the text. Make a square in the space for your signature. Thus, the space in which your digital signature will be demarcated.
Soon after, a window will open, showing all the identified digital certificates. Select the certificate with your details and click on “Continue”, and then on “Sign”. Save the document and that's it – the digital signature is complete.
How to put digital signature on PDF using Microsoft Word
1. Read the entire document. After that, and in accordance with its terms, go to “File” and then “Information”. Click on “Protect document”, and then on “Add a digital signature”.
2. A window will appear, asking you to fill in some information, including the “type of commitment” – after choosing the most appropriate option, fill in the “Purpose of signing this document” field.
It is very important to check that the selected digital certificate is correct, before clicking on “Sign” and finalizing the contract. Finally, in the “Save As” option, you can save the document in .PDF format.
💡 Tip! Need a free digital signature? Click here and create yours now!
How to digitally sign a PDF using ZapSign
Both Adobe Acrobat and Microsoft Word are simple options for inserting a digital signature into a PDF. However, for those looking for a more complete platform, ZapSign offers specific and advanced features, facilitating the signing process and the customization of digital certificates.
To get started, simply import your PDF into ZapSign, position your signature fields, and then click to start customizing. With ZapSign, you can adjust each signature as needed. When you’re done, simply click to download your signed, optimized document.
1. First, visit the ZapSign website and enter your login/password. You will then be taken to the main page.
2. To create a document, tap “New” and select a file in .PDF format. Under “Who will sign”, inform which recipients will need to sign the document.
If you want, you can search for signatories present in your contact list. On the other hand, if you want to sign the document as well, then tap on “I will sign”. If you want to add more signers, just click the blue + button.
3. Click on “Continue” and place the signatures and visas by clicking on the screen, choosing the signatory and deciding between signatures and visas.
To position in the desired location, simply hold and drag. Repeat this with each signature and visa you need to include in the document. Then tap on “Save and continue”.
4. Zap Sign provides a signature link for each signatory. Once the link has been generated, you can send it to the signer in any way you like, including WhatsApp, email, Telegram or any other channel the signer prefers.
It is also possible to click on a specific button to be directed to Whatsapp or activate automatic sending by email.
In addition, Zap Sign also allows you to add a personalized message to accompany subscription links in the email, as well as enabling automatic periodic reminders for those who have not yet subscribed.
5. If you wish, you can also set the order of signatures by clicking and dragging to change the order of signatories. Once this order has been established, each of the signatories will only be notified by email to sign after the previous one has already signed.
6. Once all the steps have been completed, tap on Finish and the document will have been generated.
7. If you want to create a document with advanced signer data, it is also quite simple: repeat the initial process, selecting the document in .PDF format, but this time activate the advanced authentication button.
You will see that the signer's name is the only mandatory field, but you also have the options to add the email and the phone of your signatory.
You can also ask for a selfie photo of him, in addition to a photo of his identity document. In addition, it is also possible to choose the authentication method and specify the role of this signer.
The button further down is for you to prevent the signer from downloading the signed document, while the padlocks make it so that he cannot change the information entered.
As before, tap “Continue” and click on the screen to position signatures and visas. When you're done, select “Save and Continue”, and the document will have been created.
Signing a document is always free. However, if you need to send documents for digital signature, ZapSign offers the sending of up to five documents monthly for free.
If you want or need to send more documents per month, you can choose to subscribe to a premium version, which also has a multitude of additional features that improve your user experience:
Through the platform, you can send reminders for people to sign in the blue email symbol, as well as keep track of who opened and who didn't open the subscription link.
You can also edit information for a particular signer or remove them from the document.
In “Documents”, it is possible to follow the course of the documents already created, verifying who has already signed and who has not. It is also possible to select documents and take them to the trash or some folder.
In the “New folder” button, as the name suggests, you can create a new folder. Just choose a name and tap add. To move a document into the folder, go to the document and tap the black “Move to Folder” icon. Choose the destination folder and that's it!
After all signatures are ready, you can download the file from PDF and save it to your digital documents folder.
In addition to all these features, ZapSign's digital signature platform has several additional features.
Through it, you can search for documents in different ways: by number, name, status (in progress or signed), folder it is in or the user who created the document.
It also features pre-registered ready-made templates from which you can automatically create documents. You can enter fill-in fields for your signer to fill in some information.
In the settings, you can set the name of your organization, add new users to your account (and also remove them), set the level of access these users have to documents, and even change the owner of your account.
Additionally, you can customize your colors and branding for your subscription links. ZapSign also provides a seal and a personalized sustainability page for your company. You can download the seal image and insert the sustainability page on your website.
Legal validity of digital signature in Brazil
Digital signatures have full legal validity in Brazil, and are recognized by specific legislation that regulates their use in electronic documents. Provisional Measure No. 2.200-2/2001 established the Brazilian Public Key Infrastructure (ICP-Brasil), establishing the basis for digital certification in the country.
This measure ensures that documents digitally signed with certificates issued by accredited certification authorities have the same legal value as documents signed by hand.
Furthermore, Law No. 14.063/2020 brought significant advances in regulating the use of electronic signatures in interactions with public entities, expanding the possibilities of using digital signatures in different contexts. This legislation recognizes different types of electronic signatures, including digital signatures, and establishes criteria for their legal validity.
It is important to highlight that the legal validity of digital signatures is not restricted to the public sector. In the private sector, digitally signed contracts and documents are also fully valid, as long as they comply with the established legal requirements. The use of digital signatures provides security, authenticity and integrity to documents, reducing the risk of fraud and facilitating auditing and legal verification processes.
Security and encryption in digital signature
Digital signature security is based on advanced encryption technologies that guarantee the authenticity, integrity and non-repudiation of electronic documents. The main mechanism used is asymmetric encryption, which involves a pair of keys: one public and one private.
When a document is digitally signed, the signer's private key is used to generate a unique signature that is mathematically linked to the document's content. Any changes to the document after it has been signed invalidate this link, allowing unauthorized modifications to be detected. The corresponding public key can be used by anyone to verify the authenticity of the signature and the integrity of the document.
Additionally, the use of digital certificates issued by trusted certification authorities adds an extra layer of security by linking the signatory's identity to the digital signature. These certificates are protected by rigorous security measures and are essential for establishing trust in electronic transactions.
The combination of these technologies makes digital signatures a robust tool for protecting electronic documents against fraud and ensuring their legal validity. Companies and individuals who adopt digital signatures benefit from more secure, efficient and reliable processes.
Compliance with LGPD and other regulations
Compliance with the General Data Protection Law (LGPD) is a central concern for organizations that handle personal information. Digital signatures play an important role in this context, offering mechanisms that guarantee data security and privacy.
By using digital signatures, you can ensure that only authorized individuals have access to documents, protecting sensitive information from unauthorized access. In addition, records generated during the digital signature process, such as activity logs and audit trails, make it easier to demonstrate compliance with LGPD requirements.
Other regulations, such as the General Data Protection Regulation (GDPR) in the European Union, also recognize the importance of digital signatures in protecting personal data. Companies operating in multiple jurisdictions can use digital signatures as a tool to meet the legal requirements of different countries.
Therefore, the adoption of digital signature not only improves operational efficiency, but also contributes to compliance with legal obligations related to data protection, strengthening the trust of customers and business partners.
Trends and innovations in digital signature
The digital signature field is constantly evolving, driven by technological advances and changing market demands. Several trends and innovations are shaping the future of digital signatures, making them even more secure, accessible and integrated into business processes.
One of the main trends is the integration of digital signatures with blockchain technologies, which provide immutable and transparent records of transactions, increasing the trust and traceability of documents. In addition, the use of artificial intelligence (AI) is being explored to improve identity verification and detect potential fraud in real time.
Another significant innovation is the expansion of digital signatures to mobile devices and wearables, allowing users to conveniently and securely sign documents on the go. Biometric authentication, such as facial recognition and fingerprints, is also being incorporated to enhance security and usability.
These trends indicate that digital signatures will continue to play a fundamental role in the digital transformation of organizations, offering increasingly sophisticated solutions aligned with the needs of a constantly changing world.
Now that you know ZapSign and all its digital certification tools, how about trying it out? Click here to start!
Getúlio Santos is the CEO of ZapSign, a lawyer, technology enthusiast, and entrepreneur.
