Encrypting files helps protect file contents from prying eyes: encrypted files (with the extension .cdoc) can only be opened with their ID-card by those authorized to do. For everyone else, the content of the document remains protected. For example, encryption is necessary if you send confidential information by e-mail and want the contents of the files to remain secret if they fall into the wrong hands. Encrypting files helps protect their contents from prying eyes.
This is a temporary solution intended for secure transfer of files, not for long-term storage.
The person who can open encrypted files is determined by the encrypter:
- To this end, the recipient’s personal identification code is required or the company name or registry code in the case of a legal person.
- NB! If you wish to maintain the ability to use encrypted files, make sure to include yourself as a recipient.
RIA DigiDoc allows you to easily encrypt both digitally signed and unsigned files. You can also use RIA DigiDoc to quickly and conveniently decrypt encrypted files – provided that you are one of the recipients of the file.
In order to encrypt/decrypt files with RIA DigiDoc, insert your ID-card into an ID-card reader, connect it to a with a smart device and launch RIA DigiDoc.
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Encrypting documents for their secure transfer is very easy with the RIA DigiDoc app: you don't need to have a mobile-ID or to connect a smart device to an ID-card. It is important that:
- Your smart device has the files needed for encrypting;
- You know the personal identification numbers (or company registration numbers in the case of companies) of the people to whom you want to give permission to open encrypted files.
Step 1: Open the app
First, open the RIA DigiDoc app on your mobile phone and then select “CRYPTO” from the bottom menu. You will immediately be given the opportunity to start adding files for encrypting.
Step 2: Select files
Select the documents you want to add to the encrypted envelope by clicking on the “CHOOSE FILE” button. If you send multiple encrypted documents to the same recipients at the same time, you can add more documents to the envelope by clicking on the “+ ADD MORE FILES” button.
Step 3: Add recipients
Once you have added the necessary documents to the encryption envelope, you have to choose to whom you give permission to open the encrypted documents.
You need to know a person's personal identification number to give a private person a personal opening right. For organisations, you need either the registry code of the organisation or the exact name.
Add recipients by clicking on the “+ ADD RECIPIENT” button.
Then enter the required personal identification code or registry number in the search window that opens: add each recipient one at a time, and when you are sure that the list is complete, press the “CONFIRM” button at the bottom of the screen.
NB! Don't forget that if you want to open your encrypted documents later, you'll need to add yourself to the recipients!
Step 4: Encryption
After you have added recipients, you'll be taken back to the main encryption view.
Check again to make sure everything is correct:
Under “Container files” you can see all the documents that you can encrypt at the same time. Make sure all the files you need are added; to select more documents to encrypt you can click on the “+ ADD MORE FILES” button.
In “Recipients”, you can see the names of all those who have permission to open this encrypted document envelope. Verify that all recipients are added and that the data is correct. Don't forget, you can't add recipients to an encrypted document envelope later!
If everything is correct, press the “ENCRYPT” button at the bottom of the screen.
Step 5: Saving encrypted documents
NB! After encryption, the document envelope must be saved! To do this, click on the “SHARE” button at the bottom of the screen. You'll see a list of sharing methods: choose the most suitable.
If you exit the program or use another function, you can find recently encrypted files in the list of recent documents.
To open this list, click on the three dots icon on the right side of the RIA DigiDoc application and in the window that opens, select “RECENT DOCUMENTS”. In this case, this envelope can be opened and saved later.
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RIA DigiDoc makes it very easy to open, unscramble or decrypt encrypted documents.
NB! Documents are only decrypted with an ID-card, check that your ID-card is connected to the smart device. You can read about the supported card readers in the version information of the RIA DigiDoc application.
Step 1: Save the file
Start by saving the encrypted document envelope to your smartphone or cloud (iCloud, Drive, etc.).
For example, encrypted documents arriving as an e-mail attachment: save them to a convenient place so that you can easily find the files you have saved.
Step 2: Open RIA DigiDoc app
When the necessary files are saved, open the RIA DigiDoc app on your smartphone and select „CRYPTO” from the bottom menu.
Encrypting and decrypting documents is in the same place: click the „CHOOSE FILE” button in the middle of the screen.
Step 3: Decrypting
You will now be offered the option to unscramble the document envelope: click the „DECRYPT” button.
- If your ID-card is connected to a smart device and your information is shown on the screen, you must enter PIN1 of your ID-card to unlock the encryption.
- If the ID-card is not connected or RIA DigiDoc is unable to read the card data for any reason, you will see an error message on the screen. Try re-inserting the ID-card into the reader and connecting the reader to your smart device.
Step 4: Ready
If decryption was successful, the documents are now ready to open and use: click on the file name or save the open files to your phone or cloud.
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Document encryption is not meant for long-term storage of files. Encryption is necessary for sending files securely: the received files should be opened and immediately saved in unencrypted format in a place that is safe and protected by other means.
Only the recipients of encrypted documents can open them and only with the same ID-card or digital ID card that was effective at the time he documents were encrypted (i.e. for which the file was encrypted).
Documents that were encrypted earlier cannot be opened with an ID-card that is new and/or has renewed certificates.
If you need access to a document that was encrypted earlier and you cannot open it with your ID-card anymore, you only have one option: ask another addressee of the document to open it.
Therefore, it’s important that enough recipients are added to documents when they are encrypted and that the encrypter themselves is also added as a recipient.
