E-Signature Profiles

The e-signature system maintains signature information based on a signature profile that is associated with a specific category of data. Profiles are identified by the corresponding QAD-defined category codes. The category profile specifies:

• The QAD-provided default profile. Based on QAD-provided category data, this is loaded using E-Sig Initial Data Load (36.12.14.13) and serves as the template for profiles used by the system. You cannot update default profile records directly—only after you have copied them by refreshing the workbench profiles. See Refresh Signature Profiles.

Note: You can view the structure of default profiles without refreshing the workbench. Use E-Sig Workbench Profile Report (36.12.14.6) with Display Default Profile set to Yes.

• The workbench profile. This is initially based on the corresponding default profile for a given category. It is an intermediate working version used to tailor each profile for specific requirements. You can refresh it based on an existing activated profile or the default profile. Because the workbench profile has no effect on current system activities, you can continue to update it while the active version controls e-signature processing. See Update Signature Profiles.

• The activated profile. This is the profile used by the system to control e-signature processing. It is copied from the workbench profile during activation along with a begin date, and it stays in effect until the begin date of another active profile for the same category. See Activate E-signature Profiles.

Profile Flow summarizes the relationships between the three category profile types.

Setting up and using e-signature profiles include these steps:

Each category is associated with one or more signature-eligible programs in its own profile. Initially, all signature profiles are empty; they must be refreshed with the QAD-provided information. Category profiles hold values that e-signature functions use to manage the information retention and reporting process. This information affects e-signature functions only after the profile is activated.

• Indicates whether signature functions are enabled for the category in general and for specific menu programs.

• Maintains a list of tables and fields that defines the data to be signed. This data is included in signature records.

• Defines filters that can be used to determine whether e-signature requirements apply to all records or only those containing specified values.

The system maintains three sets of profiles: the QAD-supplied default profiles, the profiles you edit in the workbench, and the activated profiles. See Tables and Fields. When you activate a profile, the system creates a new activated profile by copying your completed workbench profile and setting the begin date. Since the system activates a copy of your workbench profile, you can continue to modify the workbench profile with E-Signature Workbench Profile Maintenance without affecting the active system.

Before refreshing workbench profiles, you can optionally create signature groups to manage several profiles more easily and streamline the data setup process. Once refreshed, modify the workbench profiles with your requirements. You can enable or disable signatures and update filters as needed. When your workbench profiles are complete, activate them and set a begin date. To discontinue signatures, simply update the workbench profile to set E-Signature On to No; then activate it with the begin date set to the date signatures are no longer needed.