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Digital PDF Signing Feature

Digital PDF signing enables users to digitally sign generated PDFs directly within Salesforce using either a built-in or custom X.509 certificate. This feature provides secure, legally recognized signatures while maintaining compliance with industry standards.

Overview​

The Digital PDF Signing feature allows Salesforce admins and end users to apply digital signatures to PDF documents, ensuring authenticity, integrity, and non-repudiation. Whether you're using a built-in certificate or importing your own, the signing process is straightforward and secure.

Prerequisites
  • Viewer application installed and configured
  • Admin access to Digital Signing Settings (for certificate management)
  • User permissions configured for signing documents
  • For custom certificates: Valid X.509 certificate in .p12, .pfx, or base64 format

Key Features​

Certificate Management​

  • Built-in Certificates — Pre-configured certificates provided by the system
  • Custom Certificates — Import your own X.509 certificates (PKCS#12, PEM, or base64 format)
  • Secure Storage — All certificates are stored locally within your Salesforce instance and never transmitted externally
  • Encryption — Certificates are encrypted at rest for maximum security

Signing Capabilities​

  • Select PDF — Choose any generated PDF document to sign
  • Enter Credentials — Provide certificate password and signing reason
  • Apply Signature — Digitally sign the document with a single click
  • Download/Save — Download the signed PDF or save it to Salesforce Files

Security & Compliance​

  • X.509 Standard — Supports industry-standard X.509 digital certificates
  • PDF/A Compliance — Ensures long-term document preservation and compliance
  • Audit Logging — Every signing event is recorded for compliance and audit purposes
  • Access Control — Only authorized users can manage and use certificates

Setup Instructions​

For Administrators​

  1. Access Certificate Management

    • Navigate to Viewer Administrator → Digital Signing Settings
    • Click "Manage Certificates"

  2. Upload a Custom Certificate (Optional)

    • Click "Import Certificate"
    • Select your X.509 certificate file or paste base64-encoded content
    • Enter the certificate name, description, and password
    • Save

  3. Configure Signing Permissions

    • Assign signing permissions to users or roles
    • Set up audit logging preferences

For End Users​

  1. Select a PDF to Sign

    • Open a document or generate a new PDF from a template
    • Click "Sign Document" or "Digital Sign"

  2. Enter Signing Details

    • Select the certificate to use (built-in or custom)
    • Enter the certificate password
    • Provide a signing reason (e.g., "Approved," "Authorized," "Received")

  3. Apply the Signature

    • Click "Sign and Download" to apply the signature
    • The signed PDF will be downloaded to your device or saved to Salesforce Files

  4. Verify the Signature

    • Open the signed PDF in Adobe Reader or compatible viewer
    • The signature information will display, confirming authenticity

User Flow​

  1. Admin imports certificate (or selects built-in)
  2. User selects PDF to sign
  3. User enters password and signing reason
  4. User applies signature and downloads/saves the signed PDF
  5. Audit log records the signing event

Security Best Practices​

Best Practices
  • Protect Certificate Passwords — Never share certificate credentials; store them securely
  • Regular Audits — Review audit logs regularly to monitor signing activity
  • Certificate Expiry — Be aware of certificate expiration dates and plan for renewal
  • Access Control — Restrict signing permissions to authorized users only
  • Test Signatures — Verify signed PDFs in Adobe Reader to ensure validity
  • Secure Storage — Keep backup copies of certificates in secure locations

Troubleshooting​

Signature Not Applied​

  • Verify that the certificate password is correct
  • Ensure the certificate has not expired
  • Check that your user has signing permissions
  • Verify the PDF document size is within acceptable limits

Certificate Upload Failed​

  • Confirm the certificate is in base64 format or a valid certificate file
  • Ensure the file size is within acceptable limits (typically under 2 MB)
  • Verify the certificate password is correct
  • Contact your administrator if issues persist

Audit Log Not Recording​

  • Verify that audit logging is enabled in Digital Signing Settings
  • Check that your organization has sufficient storage for audit records
  • Ensure your user has permission to view audit logs

Signature Verification Issues​

  • Open the signed PDF in Adobe Reader (other viewers may not support full verification)
  • Ensure the certificate has not been revoked or expired
  • Check that the document has not been modified after signing

Success Criteria​

  • Users can sign a PDF and verify the signature in Adobe Reader
  • Certificates never leave the Salesforce instance
  • Each signing event is recorded in the audit log
  • All X.509 and PDF/A compliance standards are met

More resources​

Additional Resources​