RB Digital Signature Proxy overview

RB Digital Signature Proxy overview RB Digital Signature Proxy (RB-DSP) is a system that court reporting agencies use to apply reporters digital signatures to RB-PDF transcripts. RB-PDF transcripts are PDF versions of ACSII transcripts, which have been formatted to include unique features for the legal and legal support industries. RB-DSP provides a way for court reporting agencies to add reporters digital signatures to electronic transcripts in their normal production process without compromising the integrity of the signature. This is achieved by encryption, automating the process and providing a monitoring function for reporters. Both reporters and agencies must register with ReporterBase.com, and reporters must also upload their digital signatures to ReporterBase.com. This manual provides instructions for reporters to obtain, prepare and register their digital signatures with ReporterBase.com. For more information about RB-DSP, including signature-use monitoring, visit www.reporterbase.com. Table of Contents RB-DSP registration workflow...1 Obtaining your digital ID...2 Exporting a digital certificate from Internet Explorer...4 Registering with ReporterBase.com...7 Permitting agencies to use your digital certificate...9 This manual, as well as the software described in it, is furnished under license and may be used and copied only in accordance with the terms of such license. The content of this manual is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by OMTI Inc. OMTI Inc. assumes no responsibility or liability for any errors or inaccuracies that may appear in this book. Any references to company names or persons in sample screens are for demonstration purposes only and are not intended to refer to any actual organization or person. ReporterBase, the ReporterBase logo, ReporterBase 8, RB-PDF and the RB Digital Signature Proxy are trademarks of OMTI Inc. in the United States and other countries. 2013-2015 OMTI Inc. All Rights Reserved. OMTI 851 California Drive Burlingame, CA 94010 www.omti.com

RB-DSP registration workflow To allow court reporting agencies to apply your digital signature to RB-PDF transcripts, follow these four steps: Workflow Obtain a digital ID Export a digital certificate Register with ReporterBase.com Grant permission to agencies NOTES RB-DSP works with RB-PDF transcripts only, not with other electronic transcript formats. RB-PDF transcripts are PDF versions of ACSII transcripts, which have been formatted to include unique features for the legal and legal support industries, and are only available from agencies which use RB8 office management software. RB-DSP works with digital certificates from Symantec. We do not guarantee digital IDs from other CAs will work with this service. (See Obtaining your digital ID. ) RB Digital Signature Proxy Guide for Reporters 1

Obtaining your digital ID Obtaining your digital ID Digital IDs (also called digital certificates) are available from any company called a certificate or certification authority (CA). CAs are trusted third parties that issue digital IDs for use by other parties. A well-known example is Symantec (formerly VeriSign). To use our Digital Signature Proxy service, you must use a Symantec digital ID. We do not guarantee digital IDs from other CAs will work with this service. IMPORTANT: You must be using Internet Explorer as your browser to complete this process. 1. Launch Microsoft Internet Explorer and go to http://www.symantec.com/verisign/digital-id. 2. In the Symantec Digital IDs for Secure Email window, click Buy Online. 3. In Step 1: Certificate Data, enter the email address you registered with www.reporterbase.com, leave Validity period at one year, and click Next. NOTE: You cannot upload a certificate to your www.reporterbase.com account that is not linked to the same email address that you use to log into www.reporterbase.com. 4. In Step 2: Billing Data, enter your billing information and click Next. 5. In Step 3: Confirmation, Click Yes under Symantec Digital ID Subscriber Agreement. 6. In the pop-up Agreement window, click Accept. 7. Click Submit. (Your order request number will appear in the Confirmation screen.) 8. Check your email for your Symantec Digital ID for Secure Email URL and password (in 2 separate emails). RB Digital Signature Proxy Guide for Reporters 2

Obtaining your digital ID 9. Click the link in the URL email to open the Symantec Digital ID for Secure Email Self-Service Log-In, then enter the Password. (Leave Access Code unchanged.) 10. Click Log In. 11. In the Request Status window, click Generate Key & Install. 12 When key generation is complete, click OK in the pop-up window. 13. Click Log out. RB Digital Signature Proxy Guide for Reporters 3

Exporting a digital certificate from Internet Explorer Exporting a digital certificate from Internet Explorer Once you obtain a digital ID (certificate) from Symantec and install it on your computer, the next step is to export your digital certificate for uploading to www.reporterbase.com. 1. On the menu bar in Internet Explorer, click Tools > Internet Options. 2. Click the Content tab, then click Certificates. 3. In the Certificates window, highlight the certificate you want to export, then click Export. 4. The Certificate Export Wizard appears. Click Next. 5. Select Yes, export the private key, then click Next. RB Digital Signature Proxy Guide for Reporters 4

Exporting a digital certificate from Internet Explorer 6. Check the Include all certificates in the certification path if possible box. Make sure that Enable strong protection is also checked. Click Next. 7. Choose a password to protect your private key, then click Next. 8. Click Browse. RB Digital Signature Proxy Guide for Reporters 5

Exporting a digital certificate from Internet Explorer 9. In the Save As window, choose a location to save the file in the Save in drop-down. Remember this location so that you can find it when you upload the certificate to www.reporterbase.com. (See Registering with ReporterBase.com. ) Type a name for the file in the File name field, then click Save. Click Next to proceed. 10. Click Finish. The certificate has now been exported in Microsoft.PFX format. RB Digital Signature Proxy Guide for Reporters 6

Registering with ReporterBase.com Registering with ReporterBase.com With your digital certificate exported from Internet Explorer, you can register your digital signature with ReporterBase.com. Registering with ReporterBase.com involves uploading the necessary files, and faxing us a copy your handwritten signature using our Signature Fax Form. Once you have completed registration, you can designate all of the RB agencies you work with as your proxy (see Permitting agencies to use your digital certificate ). 1. Launch your web browser and go to www.reporterbase.com. 2. In the Reporter Log-in section, click Sign up free. 3. In the Join ReporterBase.com window, fill in every field. Check the boxes to agree to the terms of use and privacy policy after reading them. Click Request to join. IMPORTANT You must sign up the same email address that you used for creating your Symantec digital certificate (see Obtaining your digital ID ). You cannot upload a certificate to your www.reporterbase.com account that is not linked to the same email address that you use to log into www.reporterbase.com. 4. An email containing the authorization code will be sent to the email address you have provided. Copy the authorization code from the email, then paste into the Authorization Code field in the Authorization window in ReporterBase.com. The Authorization window will only be active for 20 minutes from the time you clicked Request to join. Click Join to proceed. 5. In the Signature Proxy > Register Certificate window, the first step for registering, Obtain your digital ID from Symantec, appears. If you do not have a digital ID from Symantec, follow the instructions in step 1 or see Obtaining your digital ID for more information. 6. When you have obtained your digital ID, click Next. 7. If you have already exported your digital certificate from Internet Explorer, skip step 2. Otherwise, follow the instructions in step 2 or see Exporting a digital certificate from Internet Explorer for more information. 8. When you have exported your digital certificate from Internet Explorer, click Next. 9. In step 3, enter the password you selected when you exported your digital certificate from Internet Explorer in step 2. 10. Click Browse next to PFX File. In the Look in drop-down in the Choose file window, locate and open the folder that contains the PFX file you exported in step 2. Highlight the file, then click Open. RB Digital Signature Proxy Guide for Reporters 7

Registering with ReporterBase.com 11. Click Register. 12. A dialog box appears confirming certificate registration. Click Yes. 13. In addition to your digital ID from Symantec, we will create an image file of your actual handwritten signature for placing on finished RB-PDF transcripts. To access the form needed for submitting your signature, click Finish in step 4. 14. The Signature Fax Form is created with your contact information automatically filled in. Print out the form, then sign it in the space provided. Refer to the included Tips for Success for instructions. TIP If you do not finish the four steps at once, you can return to the Register your digital certificate window by signing in to Reporter Log-in and clicking here in the first paragraph. RB Digital Signature Proxy Guide for Reporters 8

Permitting agencies to use your digital certificate Permitting agencies to use your digital certificate Before agencies can apply your encrypted digital signature to RB-PDF transcripts, you must grant them permission to use it. After granting permission through ReporterBase.com, each time your digital certificate is used by a registered reporting agency to sign an RB-PDF transcript, you can be notified via email and monitor their usage of your digital signature. You can also turn off an agency s permission when you no longer work with them. 1. Click Permit Certificate Usage in the navigation bar. 2. On the Permit Certificate Usage page, click New. 3. Enter part of a court reporting agency s name in the text box, then click Search. Check the Select box for the desired agency, then click Permit Certificate Usage. 4. An email containing your (encrypted) digital certificate will be sent to the selected agency. 5. Repeat steps 3 and 4 for all of the agencies you work for. TIPS To be notified via email when your digital signature is used, click Preferences in the navigation bar, check the box and click Save. If you do not wish to be notified each time, uncheck the box and click Save. To monitor agencies use of your digital signature, click Usage Report in the navigation bar. All instances of the application of your signature in the past month are listed. To review usage in previous time periods, click the calendar icons next to the Used Date fields and select dates in the drop-down Date Navigators, then click Search. To remove an agency that you no longer work for, click Delete next to the agency. RB Digital Signature Proxy Guide for Reporters 9