Overview
This action puts a digital certificate on a document. A digital certificate is basically a way of sealing a document so it can't be changed without breaking the certificate.
Rules
- The digital certificate wouldn't be visible in Willow (it would be visible through a specific PDF viewer like Acrobat Reader)
- After adding the certificate, any change of the file contents will break the certificate
- Note that any workflow file modifying action may also be a cause for a certificate to break (so, in other words, it doesn't make sense for users to create workflows with file modifying actions after the Digital Certificate action)
- We support .pfx and .p12 digital certificates
- There are 3 different types of a certificate that can be used in this action:
- Willow Certificate
- Specific Certificate
- Personal Certificate
- After adding the Willow certificate, the new item will be added to the File History with the certificate name in the details
- This name is read from the certificate itself (assigned when the certificate was issued)
- When the certificate does not contain the name (which is a possible situation), the text in the details would say that the certificate name is not available
- If the certificate expired, a warning icon would appear next to the certificate name in the certificate list, but that certificate still can be used. The warning icon would also appear next to Expiry Date on the Edit certificate screen. When a user hovers over the warning icon, the "Certificate expired" info will be shown in a tooltip.
- Maximum certificate file size is 5MB.
Willow360 Certificate
- Adding Willow360 Certificate is an automatic action
- This is a generic certificate, offered to users by the Willow360 software as something they can use without setting it, if they don't need anything specific, but they need to mark the document this way
- It means - Willow360 software warrants that the document hasn't been changed since the certificate has been applied
- Willow Certificate is static and unchangeable
Specific Certificate
- Adding a Specific Certificate is an automatic action
- Person who creates workflow browses for the file that represents a specific certificate, typically the organisation's certificate
- It means - a specific certificate's owner warrants that the document hasn't been changed since the certificate has been applied
- A certificate always comes with a password. That password needs to be supplied for a certificate to be used. The process is called certificate verification.
- Certificate verification may happen when the user clicks Verify Button, or when the action is added (Apply Button clicked)
Personal Certificate
- Adding a Personal Certificate is a manual action
- Person who creates workflow chooses people who can add their personal certificate to workflow documents (Available Signers)
- Signers may be specific users of the organisation or be decided dynamically from the form data (user type)
- All the signers get the notification that the file needs to be signed
- Only one signer needs to sign a file for it to proceed with the workflow
- Signing is done on the File View using Add Digital Certificate action
- This action is not available as a bulk action on To-do List Screen
- For each user, we store the list of their personal certificates
- The dialog that the action opens is the only place where users can manage their digital certificates (add/edit/delete)
- If no certificate is created yet, as soon as the signer clicks Add Digital Certificate action button, they are asked to create the certificate
- If the signer has already created certificate(s):
- By default, the most recently used is offered for signing
- There is a list of all their existing certificates (Choose another certificate link), so they can choose one to use for the signing
- The list is ordered alphabetically
- The signer can add, change (both certificate name and file can be changed) or delete their certificates from the list
- If no certificate is used and multiple are added (the only way to achieve this is to add multiple certificates and then click Cancel when asked to sign), the first in alphabetical order will be initially offered as the default one
- A certificate always comes with a password. That password needs to be supplied for a certificate to be used. The process is called certificate verification.
- After adding the Willow certificate, a new item in the File History will display the name of the signer, unlike other certificate types
- If the action fails after adding the personal certificate, we add the Failed action to the File History, resend the notification to performers and revert the state of the files as if the action wasn't performed