How to Use an Online Signature Maker on PDF Documents: A Step-by-Step Guide

In both personal and professional contexts, signing documents is essential—whether for business deals, legal contracts, property agreements, or educational records. The digital era has made traditional signatures obsolete, paving the way for online signatures that simplify the process, improve efficiency, and enhance security. With emSigner by eMudhra, businesses can leverage advanced e-signature solutions to streamline workflows and securely sign PDF documents from anywhere in the world.

What is a Digital Signature?

A digital signature is an electronic method of signing a document. It uses cryptographic algorithms to create a unique code linked to the signer’s identity, ensuring the authenticity and integrity of the document. Digital signatures prevent tampering, making them a reliable and legally recognized method for securing contracts, agreements, and official documents.

Businesses, including government organizations, healthcare, finance, legal, and IT sectors, rely on digital signature tools like emSigner to enhance operational efficiency and ensure compliance.

Types of Online Signatures

1. Simple Electronic Signature (SES):

• SES links electronic data to the signer and document, but does not require identity verification.
• Trust is based on the recipient’s acceptance of the document and the signer's responsibility.
• While legally binding in some cases, it lacks the advanced security required for critical documents.

2. Advanced Electronic Signature (AES):

• Requires identity verification using certificates issued by a Certificate Authority (CA).
• AES offers audit trails and encryption to ensure document security.

3. Qualified Electronic Signature (QES):

• The most secure type, requiring certificates from Qualified Trust Service Providers (QTSP).
• Typically involves face-to-face or remote video-based verification, ensuring the highest level of trust and legal enforceability.

How to Use an Online Signature Maker on PDF Documents

With emSigner by eMudhra, creating an online signature on PDF documents is simple and secure. Here’s a step-by-step guide to using an online signature maker:

1. Initiation

• Visit the emSigner portal and log in using your email ID and password.
• Access the dashboard and select “New Document” to start a new e-signing process.
• Choose between individual or multiple workflows based on your signing requirements.

2. Upload the Document

• Upload the PDF document you want to sign. You can also merge multiple files into a single PDF if needed.
• Use drag-and-drop functionality to add files quickly to the platform’s interface.

3. Review and Add Details

• Choose the type of signature: digital signature or electronic signature.
• Enter the stakeholders’ details (e.g., name, email ID, phone number) and configure the signing workflow.
• Add multiple signers if required and set document settings such as expiration dates or reminders.

4. Invitation to Signers

• The system sends an email invitation to the signers with a secure link to access the document.

5. Signing Process for Signers

• Upon receiving the invitation, the signer generates a One-Time Password (OTP) sent to their registered email.
• After entering the OTP, the signer gains access to the document.
• Signers can review the document before signing and, if needed, undergo real-time digital verification using face recognition or Aadhaar-based validation.

6. E-signing and Completion

• Once all signers complete the process, the document is considered fully signed.
• Stakeholders receive a signed PDF via email, which includes an audit trail with key information such as IP address, timestamp, signature algorithm, and geolocation.

Importance of Using an Online Signature Maker for PDF Documents

The shift to online signatures is more than just a convenience—it ensures the security and authenticity of digital transactions. Here's why online signature tools like emSigner are invaluable:

1. Time Efficiency:

• Eliminate the time-consuming process of printing, scanning, and mailing
• Complete critical agreements quickly, ensuring faster turnaround times and improved productivity.

• Sign documents from any location, facilitating seamless collaboration with stakeholders worldwide.
• Multiple people can sign documents simultaneously, removing delays and streamlining workflows.

3. Security:

• emSigner provides robust security with encryption and audit trails, ensuring the confidentiality and integrity of documents.
• Protects against tampering and unauthorized access, ensuring compliance with regulations like GDPR and CCPA.

• Avoid expenses associated with printing, courier services, and document storage.
• Promote environmental sustainability by eliminating paper usage and reducing your carbon footprint.

5. Legally Binding:

• emSigner’s signatures comply with global laws such as eIDAS and the ESIGN Act, providing the same legal value as traditional signatures.
• Organizations can confidently conduct secure and compliant business transactions with enhanced efficiency.

Conditions for a Legally Binding Online Signature

To ensure an online signature is legally binding, the following conditions must be met:

1. Intent:

• The signer must clearly express the intent to sign the document, establishing their agreement with its contents.

2. Consent:

• All parties involved must consent to the document and its terms before signing.

3. Accuracy and Retention:

• The signature’s record must be accurately captured and stored, ensuring it can be produced whenever required.
• The system should maintain audit logs for future reference and legal validation.

Benefits of Using emSigner’s Online Signature Maker

By adopting emSigner’s signature maker, businesses can unlock numerous benefits:

• Time Savings: Reduce delays and streamline document processing.
• Enhanced Collaboration: Enable remote and real-time collaboration with stakeholders.
• Security and Trust: Leverage advanced encryption and verification protocols to safeguard documents.
• Cost Efficiency: Cut operational costs by eliminating paper-based processes.
• Compliance: Ensure legal validity and meet global regulatory standards.

Conclusion

Adopting emSigner by eMudhra allows businesses to embrace the digital transformation of document signing. With advanced features like encryption, multi-factor authentication, and biometric verification, emSigner ensures secure, legally binding, and efficient online signatures.

Say goodbye to the hassles of manual signing and unlock new levels of productivity with emSigner’s online signature maker. Contact eMudhra today to streamline your document signing processes, improve security, and drive efficiency across your business.