Recording Electronic Signatures
When profiles with E-Signature On set to Yes have been activated using E-Signature Profile Activation and the specified begin date is reached, the system automatically begins prompting for electronic signatures based on rules defined in the active profile.
When Display Latest E-Sig is Yes in the active profile, before displaying data defined by the category, the system displays the signature that was recorded most recently for that data. For example, Latest Electronic Signature Display
shows the latest signature for Labor Feedback by Work Order (17.1).
Latest signature data for category 0007, Transaction History, is not included in the display for programs associated with that category. See here
Latest Electronic Signature Display
The top frame of a signature display includes such information as the user ID and name of the person who applied the signature and the associated reason code.
Note: Event ID is a system-assigned identifier for a specific electronic signature.
The signature display also includes a Current field, which indicates if all the signed data fields recorded at the time of the signature still have the same values. If an included field has been updated since the record was signed—for example, with another program that is not signature enabled—the system sets Current to No.
Note: The Current setting is not stored as part of the signature instance. It is determined in real time based on the activated profile currently in effect. If multiple categories are signed in one menu program, each category of signed data is independent of the others. If the data changes in one, it does not affect the Current setting of the others.
The lower frame shows the value of the signed data fields at the time of the last signature. Greater-than symbols (>) and spaces show the hierarchy of the data structure. See Tables and Fields
Note: If the data about to be displayed has never been signed, the system displays a message for the associated category.
You can scroll through the frame to view all the field values. Choose End to exit from the details frame and return to the program.
When you finish entering or updating data according to the standard menu program functionality, the system prompts you to enter an electronic signature.
The points at which a program saves updates to the database may change when electronic signatures are enabled. See Transaction Scoping
The prompt screen includes the signature frame, as well as a details frame showing the data being signed. Electronic Signature Prompt
shows an example prompt from Labor Feedback by Work Order.
Electronic Signature Prompt
Navigation in the details frame depends on the setting of Data Frame Optional in the active profile. When that field is No, focus is immediately on the details frame so you can scroll through the entire record. You must choose End to place focus on the signature frame. When Data Frame Optional is Yes, immediate focus is on the signature frame. However, you can still scroll the details by setting Scroll Details to Yes. When you finish reviewing the list of field values, choose End to return to the signature frame.
In menu programs that create transaction records, these signature frames may display before the transaction records are created, depending on the value of Prompt for Preview E-Sig in the activated profile. In this case, the user can choose to complete the signature based on the incomplete data displayed in the details frame by setting Show Final Data to No. The transaction records are created, and the signature is recorded along with values for all signed fields, including the transaction record fields.
To see the final data to be signed including the transaction records, set Show Final Data to Yes. The system generates the transaction records and displays the signature and details frames.
To sign the data, you must enter your user ID, password, and a valid reason code defined for reason type ESIG. Depending on the Prompt for Remarks field in the active profile, you may also be able to enter a remark related to the signature.
Note: The User ID field must be the same as your log-in ID.
If for some reason you choose not to sign or the signature is not accepted, the system rolls back the entire database transaction, including all user modifications.
Be careful to enter the same user ID you used for log-in, as well as the correct case-sensitive password. Based on settings in Security Control (36.3.24), too many invalid signature attempts can cause your session to terminate, deactivate your user ID, and inform the system administrator of a potential unauthorized access attempt. See Review Security Control Settings
Depending on how security is set up in your system, the system may prompt you to change your password. For example, this can happen if the password has reached its expiration date while you were logged in, or if the system administrator has forced a password change for your user ID.
After signature processing is completed, the system displays a message indicating that the signature has been successfully executed, along with the event identifier. Signature Completion Message
shows an example.
Signature Completion Message