Main menu and tools

The main menu and the toolbar are used to control the main functions for opening and editing PDF documents.

The menu has a classic ribbon design, as used by many other desktop applications, in particular Microsoft Office. The functions are divided into individual tabs or ribbons (e.g. “file” and “edit”). Each ribbon contains the corresponding functions and tools.

The individual menu areas are explained in more detail below.

The menu can be extensively configured and changed via the user interface settings, e.g. by hiding or renaming individual functions.

To jump to the main menu using the keyboard, press the “Alt” key to highlight the shortcuts for the menu items.

File

The “file” menu is the only ribbon that changes the view of the entire application window. The main window is hidden and a new sidebar is displayed.

The following functions are available in the “file” menu:

Option	Description
Open...	This function opens a file selection dialog to select a file on the computer that is to be opened in signoSign/2. Supported formats are PDF files (.pdf, .sig), document stacks for signoSign/2 (.sml), XML Form Data Format (.xfdf) and compressed archives (.zip, .szp). Shortcut keys: CTRL + O
Reload	This function resets all unsaved changes to the current document and loads the last saved status. All changes made are irrevocably discarded, e.g. signatures made or notes entered.
Save	This function saves any changes made. As a rule, the original document file in the source directory is overwritten when saving. If it is a temporary file that does not yet have a path for the storage location, the “save as...” dialog is automatically displayed to manually select the file name and storage location. Shortcut keys: CTRL + S
Save as…	This function opens a file selection dialog in which the storage location and the file name for saving the file can be selected.
Save all	This function saves all open documents that contain unsaved changes. (See “save” function above.) Shortcut keys: CTRL + SHIFT + S
Close	This function closes the current document (current tab). Shortcut keys: CTRL + W
Close others	This function closes all documents except the current one.
Close all	This function closes all open documents.
Print…	This function starts the printing process for the current document. By default, a print dialog opens in which the print settings can be made. If a default printer is configured for the current document type, the document is printed directly on this printer without a dialog. Shortcut keys: CTRL + P
Printer preselection	In addition to the “print…” function, all preconfigured printers are displayed. These printers start the printing process on the configured printer automatically without an additional dialog being displayed.
Find text…	This function searches the current document for a specific text. Shortcut keys: CTRL + F
Help	This function opens the software help. The help contains the following content: Details of the version number (setup version) Contact details Link to this documentation Link to the video instructions Licensing Access to the remote maintenance tool Shortcut keys: F1

Favorites

The “favorites” ribbon contains all functions that have been defined as favorites in the user interface settings. By default, no functions are defined as favorites, so the ribbon is not initially displayed by default.

Edit

The “edit” ribbon contains all the essential functions for editing the PDF document.

Option	Description
Form mode	This function activates the “form mode.” The form mode allows you to fill in Adobe-compliant electronic form fields (e.g. text fields and checkboxes). If the document contains form fields, the function can be activated. If there are no form fields in the document, the function is deactivated. After activation, the function is highlighted in orange in the menu. The available form fields are displayed in blue in the document. Mandatory fields are outlined in red. The currently selected field is highlighted by a thick border. While the form mode is active, the signature fields are hidden. Click the button for the form mode again or select other functions (e.g. “create notes” or “sign”) to exit the mode. Depending on the settings of the form and the software, forms can still be completed after signing. The “”allow filling in of signed documents” function is available for this purpose in the general settings of the document type. In addition, the “Lock form fields” function can be used to specify whether more fields should be locked than specified in the settings in the PDF form.
Create notes	This function can be used to add text or images to the document as a note. A combination of text and image can also be used. If the function is selected, it is highlighted in orange in the menu. Use the mouse (click and drag) to select an area for the note in the document. A “create note” window opens in which you can select a text and/or an image. Click “OK” to insert the note into the document. Click “cancel” to discard the note and exit note mode. The following settings are available for creating notes: Text Text field: Defines the text to be inserted as a note. Any text can be entered in the field. Font: Defines the font of the text to be inserted. The selection is immediately visible in the text field. Font size: Defines the font size of the text to be inserted. The selection is immediately visible in the text field. The “automatic” option scales the text to the height and width of the selected area. The automatic scaling is not visible in the text field. Font color: Defines the font color of the text to be inserted. The selection is immediately visible in the text field. Background color: Defines the background color of the text to be inserted. The selection is immediately visible in the text field. Default: Arial / Automatic / Black / Transparent Image Image file: Defines an image file (.bmp, .jpg, .gif or .png) to be used as the background image for the note. Scaling: Determines whether the image should be scaled and if so, how. “Maintain original size” scales the image and the note to the original size, regardless of the selected area. “Maintain aspect ratio” scales the image within the selected area without distorting it. “Scale image to border” scales the image to the selected area without taking the aspect ratio into account, which may result in distortion. Documents with PDF/A-1 conformity do not allow transparent content. The use of notes therefore leads to a loss of this PDF/A compliance. A warning is displayed if the corresponding selection is made. The software saves the most recently used settings and values for notes on a user-specific basis. This function is only available if the document has not yet been signed.
Handwritten notes	This function can be used to insert handwritten notes into the document. Input is made using the mouse. With Windows tablet PCs, touch or pen input can also be used. In contrast to the “create note” function, handwritten notes can be inserted anywhere in the document without having to open a note field. If the function is selected, a new toolbar appears as a “notes” ribbon. The following tools and options are available: Mode Pen: Activates pen mode to enter handwritten notes or sketches in the PDF document. The pen has a specific line width and color. Highlighter : Activates the highlighter to highlight text in the document. The highlighter has a specific size and color. In contrast to the pen, the highlighter is larger and transparent. Eraser: Activates the eraser to be able to delete entered notes. Continuous lines are always deleted. Notes that have already been confirmed can no longer be removed. Pen settings Size: Defines the pen size or pen width in pen mode. You can choose between five levels from “very thin” to “very thick.” Color: Defines the pen color in pen mode. A color palette is available for color selection. Highlighter settings Size: Defines the size of the highlighter. You can choose between five levels from “very thin” to “very thick.” Color: Defines the color of the highlighter. A color palette is available for color selection. The transparency setting of the color cannot be changed for the highlighter. Changes apply: Transfers the captured notes to the PDF document and exits the mode for handwritten notes. Discard: All recorded notes are discarded and the mode for handwritten notes is ended. Alternatively, you can exit the mode by pressing the ESC key. The software saves the most recently used settings and values for notes on a user-specific basis. This function is only available if the document has not yet been signed.
Insert stamp	This function can be used to insert stamps and seals into the document. When the function is selected, a new toolbar with the name “stamp and seal” is displayed. To insert a stamp or seal, this can be selected in the toolbar. The first stamp from the list is preselected. The selected stamp appears as a preview (“shadow”) under the mouse pointer and visualizes its position in the document. Positioning is done by moving and clicking with the mouse at the desired position in the document. The stamp function is terminated when a stamp is inserted or another tool is selected. Alternatively, you can exit the mode by pressing the ESC key. The stamps are configured via the settings for stamps and seals in the global settings of the software. Stamps are only available if the document has not yet been signed. However, seals can be used for documents that have already been signed.
Append a scanned page…	This function can be used to add pages to the open document via a locally connected scanner. Once the scanning process is complete, the scanned document is opened as a preview in a new window. If the result is not satisfactory, the value of the respective setting can be changed using the “brightness” and “contrast” sliders and then the scanning process can be repeated using “scan again.” “Rotate” can be used to specify whether the scanned document should be rotated by 0°, 90°, 180° or 270° for insertion. This does not require a new scan. The scanning process is confirmed by clicking “OK.” The scanned pages are appended as new pages at the end of the document. Click “cancel” to close the window and cancel the scanning process. This function is only available if the document has not yet been signed. Shortcut keys: F4
Add images from a webcam…	With this function, up to two images can be added to the open document at the same time via a webcam. When the function is selected, a new window opens in which the view of the selected webcam is displayed as a preview. You can use “select camera” to switch between the individual webcams if several cameras are available (e.g. integrated and external camera). Using the “digital zoom” slider, the webcam zoom can be reduced (down to single zoom) or increased (up to a maximum of ten times zoom). Use the “capture first image” and “capture second image” buttons to capture an image of the current view and display it as a preview under the corresponding button. Regardless of which document is open, the new page with the recordings is always inserted in DIN A4 portrait format. The first image is always inserted in the top half of the page, and the second image always in the bottom half. Click “OK” to insert the captured images into the document. Click “cancel” to close the window and discard any images taken. This function is only available if the document has not yet been signed.
Append another document…	This function can be used to append another document to the open document. When the function is selected, a file selection dialog opens, which can be used to select a PDF document (.pdf, .sig). Click “open” to append the selected document. The pages of the selected document are appended to the open document as new pages. Click “cancel” to close the selection dialog without making any changes. This function is only available if the opened and selected document has not yet been signed.
Send by e-mail	This function can be used to send the current document as an e-mail attachment. The functionality of this tool can be configured via the global e-mail settings and the e-mail settings in the document type. The settings in the document type can be used, for example, to specify the content of the e-mail and whether the document should be attached to the e-mail.
Create signature field	This function can be used to place empty signature fields in the document. When the function is selected, the tool is highlighted in orange. Signature fields can be created anywhere in the document by clicking and dragging. The fields are inserted directly into the document and cannot be moved or deleted afterward. Signature fields created in this way are always optional and are given a fixed name (“signature field 1,” “signature field 2,” etc.). The mode for creating signature fields can be exited by clicking the button again or by pressing the ESC key. The signing process can be started using the “sign” function or by clicking the signature field. The function is deactivated if the setting “only allow signing of existing signature fields” has been activated in the document type. The setting “use static instead of virtual signature fields” in the document type can be used to specify whether the signature field should be permanently embedded in the document or only temporarily usable in signoSign/2.
Sign (start signing process)	This function can be used to start the signing process for the current document. During the signing process, all empty signature fields in the document are processed in sequence. Individual fields can be signed or skipped. If a signature is canceled, the signing process stops. If a specific field is to be signed, rather than all fields being signed one after the other, the signing process for the desired field can be started by clicking the signature field in the document or via the sidebar. Shortcut keys: F5
Archiving	This function archives the document according to the archiving settings of the document type. The document is then closed in signoSign/2. Shortcut keys: F12

Resubmission

The “resubmission” ribbon contains all the functions for temporarily saving documents.

These functions are only available if resubmission has been activated in the global settings.

Option	Description
Open…	This function opens the file selection of the resubmission in order to view and open temporarily saved documents. If the “collections” storage location is activated for the resubmission, a dialog opens to select the collections and documents.
Save…	This function saves the document according to the settings for resubmission of the document type. If the “collections” storage location is activated for the resubmission and no default settings have been made for saving in the resubmission, a dialog for creating or selecting a collection opens.
Put back unchanged	This function closes without the changes The function is deactivated by default and can be activated via the user interface settings.
Archiving	Starts the archiving of all documents in the collection in which the currently open document is located. This function is only available if the “collections” storage location is activated in the global resubmission settings.

Collections

If the “collections” storage location is activated in the global settings for the resubmission, a dialog for managing existing collections and the documents they contain is displayed when the resubmission is used.

The dialog contains all existing collections on the left-hand side. A collection can be selected with a mouse click. The documents contained in the selected collection are displayed on the right-hand side. A document can be opened by double-clicking it. Alternatively, one or more documents can be selected and opened using the “open” button.

The following functions for managing collections are displayed on the left-hand side of the dialog.

Option	Description
New collection…	This button can be used to create a new collection. A dialog for entering the name of the collection appears. After confirmation, the new collection appears in the list of all collections. The function can be hidden using the “allow creation and renaming of collections” option. If the “only allow one active collection” option is activated, the function can only be used if no collection exists yet.
Rename collection…	This button can be used to rename the selected collection. A dialog for changing the name is displayed. The function can be hidden using the “allow creation and renaming of collections” option.
Delete collection	This button can be used to delete the selected collection. A confirmation dialog is displayed before deletion.
Archive collection	This button is used to archive the selected collection. In archiving, all documents are archived according to the archiving settings of the document type.

The following document management functions are displayed on the right-hand side of the dialog.

Option	Description
Add document…	This button can be used to manually add further documents to the collection. To be able to use this button, “custom buttons” must be configured in the resubmission settings.
Rename document…	This button can be used to rename the selected document. A dialog for changing the name is displayed.
Delete documents	This button can be used to delete the selected document from the collection. A confirmation dialog is displayed before deletion.

signoSign/Universal

The “signoSign/Universal” ribbon contains all the functions for using signoSign/Universal, for example to share documents with external persons or to start a workflow.

These functions are only available if signoSign/Universal has been activated in the global settings.

Option	Description
Open file from signoSign/Universal	This function opens a dialog box to download documents from signoSign/Universal. The different areas of signoSign/Universal are displayed on the left-hand side of the window. This includes files, shared access and workflows in various statuses. All documents that have been uploaded to signoSign/Universal are stored under “files.” Uploading can be done via signoSign/2, the browser, mobile apps or other third-party applications. All access links that have been created for documents from “files” are displayed under “shared access.” They are therefore not separate files, but individual access links to the existing files. Each file can have any number of shared accesses, whereby each link can only be used once for editing the document. If a file is deleted, all associated access links are also removed. All workflows created with signoSign/Universal are displayed under “workflows.” In contrast to “shared access” (one document = one link), workflows can contain multiple documents and multiple recipients. Only completed workflows can be downloaded. Running workflows must be completed or canceled before the download. In addition, all files in a workflow are always downloaded at the same time.
Create a new workflow	This function opens a dialog box (“wizard”) to start a workflow with signoSign/Universal. The wizard guides you through the creation and configuration of a workflow: Documents: All open documents are automatically transferred to the workflow. Files that are not needed can be removed from the selection. Additional files can also be added from the PC using the “upload document from PC” button. A preview of the documents is displayed on the right-hand side. Recipients: Any number of recipients and steps can be configured. A name and e-mail address must be provided for each recipient. In addition, further settings for authentication, selection of signature methods and assignment of form fields can be defined so that only certain form and signature fields are displayed to individual recipients. All recipients of a step receive a request to sign at the same time. When all recipients of a step have completed processing, the next step starts. Once all workflow steps have been processed, the workflow is complete. Message: Defines a subject and text that is used in the e-mail message to all recipients. Summary: Finally, a summary of all the information entered is displayed for verification. The workflow is started via the “send” button.
Upload file to signoSign/Universal	This function uploads the opened file to the “documents” area in signoSign/Universal. The file can then be opened via the browser or mobile apps, for example.
Open file with signoSign/Universal	This function opens the opened file in signoSign/Universal in order to edit it there.
Share file with signoSign/Universal	This function opens a dialog box to share the open document with signoSign/Universal. As with the “upload file to signoSign/Universal” function, the file is saved under “documents” when it is shared and an access link is created for the file. The following options are available for sharing: Authentication: Defines the authentication method for the recipient, e.g. password or TAN by e-mail or text message. Assign form fields: Defines which form fields (especially signature fields) are to be displayed to the recipient. The “assigned fields” button opens a new window with a preview of the document. Individual form fields can be clicked directly in the preview to select or deselect them. Quick functions are available via the left-hand column, e.g. to select or deselect all fields in the document at the same time. On the right-hand side, the form and signature fields are displayed along with their names and can be selected or deselected using the checkboxes. If no fields are explicitly assigned, all fields are visible to the recipient. Signing methods: Defines which signing methods are available for the recipient. Comment (internal): Saves a comment for shared access. This is displayed internally in the overview of all shared accesses and is not visible to the recipient. Shared access is sent according to the global settings via signoSign/2 (e.g. Outlook) or via signoSign/Universal. If e-mail dispatch is deactivated, a window with the access link is displayed so that it can be copied.

View

The “view” ribbon contains all the functions for navigating and viewing the document.

Option	Description
Go to page…	This function opens an input window for entering a page number. After confirmation, the software scrolls to the entered page. Shortcut keys: CTRL + G
First page	This function scrolls the document to the first page regardless of the current position. Shortcut keys: Home
Previous page	This function scrolls the document to the previous page depending on the current position. Shortcut keys: Page Up
Next page	This function scrolls the document to the next page depending on the current position. Shortcut keys: Page Dn
Last page	This function scrolls the document to the last page regardless of the current position. Shortcut keys: End
Adjust to page height	This function adjusts the zoom level of the view so that the entire height of the document is visible. (Reduction) Shortcut keys: CTRL + 0
Adjust to page width	This function adjusts the zoom level of the view so that the document fills the view to its full width. (Enlargement) Shortcut keys: CTRL + 3
Reduce zoom	This function reduces the zoom level of the display. Shortcut keys: CTRL + “-”
Enlarge zoom	This function increases the zoom level of the display. Shortcut keys: CTRL + “+”
Rotate clockwise Rotate counterclockwise	This function rotates the open document (all pages) 90° clockwise or counterclockwise. The function can be used as often as required. These functions are only available as long as the document has not yet been signed. This function rotates the pages within the document and not just the view within signoSign/2. The rotated pages are saved in the document and also displayed rotated in other applications.
Display with Adobe Reader	This function opens the current document with all changes as a copy in Adobe Acrobat Reader. This function is only available if Adobe Acrobat Reader is installed.

Tools

The “tools” ribbon contains additional software functions.

Option	Description
PDF report…	This function opens the PDF report of the current file. The PDF report shows information about the document, such as title, description, properties, fonts and form fields.
Configuration…	This function opens the global configuration of signoSign/2. The function is also available via the keyboard shortcut if it has been deactivated in the user interface settings. Shortcut keys: F8
Document types…	This function opens the settings for document types of signoSign/2. The function is also available via the keyboard shortcut if it has been deactivated in the user interface settings. Shortcut keys: F9