19E-Signatures and E-Records

This chapter contains the following:

Overview of Electronic Signatures and Electronic Records

You can use the Oracle Fusion E-Signatures and E-Records to securely capture, store, retrieve, and print e-records and e-signatures.

Critical transactions governed by the US Food and Drug Administration's (FDA) good manufacturing practices requirements have inbuilt validations that necessitate the use of e-signatures and e-records. In E-Signatures and E-Records, the validations are available for critical supply chain management business events for Oracle Fusion Manufacturing, Oracle Fusion Inventory Management, and Oracle Fusion Quality Inspection Management.

Using E-Signatures and E-Records, you can search for, view, and download e-records that contain information about transactions and their e-signature history. You can also specify the supply chain management transaction types for which e-signatures are required, and set up the approval process flows that must be followed.

E-Signatures and E-Records Process Flow

Oracle Fusion E-Signatures and E-Records facilitates secure transactions for business events in Oracle Fusion Manufacturing, Oracle Fusion Inventory Management, and Oracle Fusion Quality Inspection Management.

The e-signatures and e-records approval processes can be of the following types:

  • Inline approval process: In this process, approvals must be obtained before a transaction is saved. You can't save a transaction if the record is rejected.

  • Deferred approval process: In this process, transactions are saved in Pending Approval status before initiating the e-signature process. The transaction is updated to Approved status after the approvals are obtained.

How the Inline E-Signature Approval Process Works

The inline approval process workflow is as follows.

The following figure provides an overview of the inline e-signatures and e-records process, including its integration with the applications requesting approvals using e-signatures.

This figure describes the inline e-signature approval
process.

The following steps provide an overview of the inline e-signatures and e-records process:

  1. A user initiates the approval process for a transaction from one of the integrated supply chain management applications.

  2. The E-Signatures and E-Records process is used to determine if an e-signature is required.

  3. If an e-signature is required, the Oracle BPM approval task flow is invoked with a task payload.

  4. The E-Signature page opens and displays the e-record details and status.

  5. If the user is also an initiator, the user enters the e-signature details and approves the e-record.

  6. A notification is sent to other approvers through Oracle notifications.

  7. Other approvers view the Pending Notifications in Oracle applications, and click the notification to open and approve the E-Signature page.

  8. On the E-Signature page, the other approvers read the e-record, enter their user ID and password, and approve it. Approvers can refresh the E-Signature page to update the e-record status displayed on the page.

  9. On receiving the approval from E-Signatures and E-Records, the user changes the transaction status, and commits the transaction.

How the Deferred E-Signature Approval Process Works

The deferred approval process workflow is as follows.

The following figure provides an overview of the deferred e-signatures and e-records process, including its integration with the applications requesting approvals using e-signatures.

This figure describes the deferred e-signature
approval process.

The following steps provide an overview of the deferred e-signatures and e-records process:

  1. A user initiates the approval process for a transaction from one of the integrated supply chain management applications.

  2. The E-Signatures and E-Records API is called to determine if an e-signature is required.

  3. If an e-signature is required, the Oracle BPM approval task flow is invoked with a task payload and the transaction is set to Pending Approval status.

  4. Notifications are sent to all approvers through Oracle notifications.

  5. The approvers view the Pending Notifications in the Oracle applications, and click the notification to view the approval page.

  6. On the approval page, the approvers read the e-record, enter their user ID and password, and approve it or reject it.

  7. When all required approvals are obtained the transaction is set to Approved status. If the record is rejected, the transaction is set to Draft status.

Electronic Signatures and Electronic Records Setup

Use the Oracle Fusion E-Signatures and E-Records setup tasks to specify the supply chain management transactions types for which e-signature approvals are required. You can also specify the users with approval permissions, and set up the approval process flows to be followed.

Enable the Electronic Records and Electronic Signatures Feature

The e-signatures and e-records feature is disabled by default. When enabled, the e-signature approval process is initiated and approvers are required to authenticate transactions.

You can enable E-signatures and E-records using the Manufacturing and Supply Chain Materials Management or the Product Management offering.

To enable the e-signatures and e-records feature using the Manufacturing and Supply Chain Materials Management offering:

  1. In the Setup and Maintenance work area, right-click the Facilities functional area, and select Change Feature Selection. The Edit Features: Facilities page opens.

  2. For the Capture Electronic Records and Electronic Signatures for SCM Transactions feature, select the check box in the Enable column.

To enable the e-signatures and e-records feature using the Product Management offering:

  1. In the Setup and Maintenance work area, right-click the Item Organizations functional area, and select Change Feature Selection. The Edit Features: Item Organizations page opens.

  2. For the Capture Electronic Records and Electronic Signatures for SCM Transactions feature, select the check box in the Enable column.

Set Up Electronic Records and Electronic Signatures

Before beginning setup, for each of your inventory organizations, determine the transactions that require e-signatures, and the business events that initiate the e-signature process. You must also identify the list of approvers and any rules that you would like to set up for the workflow.

You can set up e-signatures and e-records using the Manufacturing and Supply Chain Materials Management or the Product Management offering.

To set up e-signatures and e-records using the Manufacturing and Supply Chain Materials Management offering:

  1. In the Setup and Maintenance work area, select the Manufacturing and Supply Chain Materials Management offering

  2. Click Setup, and select the Facilities functional area. The tasks to set up e-signatures and e-records display.

To set up e-signatures and e-records using the Product Management offering:

  1. In the Setup and Maintenance work area, select the Product Management offering

  2. Click Setup, and select the Item Organizations functional area. The tasks to set up e-signatures and e-records display.

Note: Select All Tasks in the Show field to view all the tasks available for a functional area.

The following table lists the tasks available to set up e-signatures and e-records.

Setup Task Description

Configure Electronic Signature Preferences

You can specify the supply chain management transactions for which to use e-signatures and e-records.

Manage Task Configurations for Supply Chain Management

You can specify the workflow to be followed to approve a supply chain management transaction.

Manage Approval Groups

You can specify the approvers for a supply chain management transaction workflow.

Configure E-Signature Preferences

To start configuring e-signatures for your inventory organizations, you must first determine the transactions that require e-signatures and the business events that will initiate the e-signature process.

To configure e-signature preferences:

  1. In the Setup and Maintenance work area:

    • Select the Manufacturing and Supply Chain Materials Management offering, click Setup, and select the Facilities functional area.

    • Select the Product Management offering, click Setup, and select the Item Organizations functional area.

  2. Click Configure Electronic Signature Preferences.

  3. The Configure E-Signatures Preferences page opens. It displays the supply chain management transactions that support the use of e-signatures. You can select the inventory organization for which to view the transactions.

  4. Select the check box in the Signature Enabled column for the transactions for which to activate e-signatures.

Note: You can't disable e-signatures for work definitions if one or more work definitions exist in pending approval status.

Enable Audit for E-Signatures and E-Records

When you enable an attribute for audit, any changes made to it are tracked and saved. This makes it possible to trace all changes and provide complete information to auditors on demand.

You can enable the Electronic Signature Preferences business object for audit. The associated attribute, Signature Enabled, is by default selected for audit. Any changes made to the e-signature preferences in an application instance are tracked and recorded.

To enable audit, you must have the Application Administrator job role. To view audit reports, you must have the Internal Auditor job role.

You can enable or disable audit of the Electronic Signature Preferences business object as follows:

  1. In the Navigator, click Setup and Maintenance.

  2. On the Setup and Maintenance page, click the Manufacturing and Supply Chain Materials Management offering, and then click Setup.

  3. On the Setup: Manufacturing and Supply Chain Materials Management page, click the Applications Extensions functional area, and then click the Manage Audit Policies task.

    Note: If you're unable to view the Manage Audit Policies task, select All Tasks from the Show drop-down list on the Setup: Manufacturing and Supply Chain Materials Management page.
  4. On the Manage Audit Policies page, click the Configure Business Object Attributes button for Oracle Fusion Applications.

  5. On the Configure Business Objects Attributes page, select E-Signatures and E-Records in the Product field. It shows the business objects that are available for auditing.

  6. In the Objects region, select the Electronic Signature Preferences business object. The associated attributes, by default selected for audit, are displayed in the Audited Attributes region.

  7. In the Audited Attributes region, click the Create icon or select Actions > Create from the menu to add additional attributes for audit.

  8. In the Select and Add Audit Attributes dialog box, search for and select the attribute to add for the audit and click OK. The selected attribute displays in the Audited Attributes region on the Configure Business Objects Attributes page.

Set Up E-Signature Task Configurations

The Manage Task Configurations for Supply Chain Management setup task provides you access to the BPM Worklist page in Oracle Business Process Management Studio.

Using the BPM Worklist page, you can define the approval process flow to be followed for a transaction type. For example, you can specify approvers in a sequence or in parallel. When an approval process flow constitutes multiple approvers in parallel, a predefined voting policy applies. Based on it, a process flow requires 100% consent from all approvers for its approval; dissent by 1% of approvers leads to rejection. You can't modify this voting policy.

You can use the BPM Worklist page to set up e-signature task configurations.

To set up e-signature task configuration:

  1. In the Setup and Maintenance work area:

    • Select the Manufacturing and Supply Chain Materials Management offering, click Setup, and select the Facilities functional area.

    • Select the Product Management offering, click Setup, and select the Item Organizations functional area.

  2. Click Manage Task Configurations for Supply Chain Management. The BPM Worklist window opens and displays the Task Configuration tab.

  3. Select the task you want to configure and edit as required. For information about how to configure tasks, see the Configuring Human Tasks topic.

Define Approval Rules

To define approval rules for a transaction:

  1. In the Setup and Maintenance work area, go to the following:

    • Offering: Manufacturing and Supply Chain Materials Management

    • Select the Product Management offering, search for, and then click Manage Task Configurations for Supply Chain Management.

  2. The BPM Worklist page opens and displays the Task Configuration tab from where you can create or edit a rule.

  3. Search for and select the task applicable to your transaction and click Edit.

    Transaction Task

    Maintenance Exception Closure

    ExceptionsClosure

    Manufacturing Work Definition Management

    WorkDefinitionApproval

    Manufacturing Standard Operation Management

    StandardOperationApproval

    Miscellaneous Transaction

    MtlManagementEresInlineTask

    Orderless Transaction

    OrderlessTransactionApproval

    Production Exception Closure

    ExceptionsClosure

    Put Away

    MtlManagementEresInlineTask

    Quality Inspection Disposition

    QaResultsEresHumanTask

    Work Order Output Transaction

    WorkOrderOutputTransaction

    Receipt

    MtlManagementEresInlineTask

    Receiving Transaction Correction

    MtlManagementEresInlineTask

    Ship Confirm

    MtlManagementEresInlineTask

    Work Order Material Transaction

    WorkOrderMaterialTransactionApproval

    Work Order Operation Transaction

    WorkOrderOperationTransactionApproval

  4. Click the Assignees tab and then click the Go to Rule icon for the participant type you want.

  5. Select a condition attribute and then any payload that you want to use.

You can use one or more of the attributes in the task payload to define rules to get approvers for the transactions as show in the following example

Attribute Description

Organization Code

The code of the inventory organization where the transaction is created.

Product Code

An attribute, the internal code of the product:

INV: Inventory
WSH: Shipping
RCV: Receiving

Transaction Type

The inventory transaction type.

The values for the different inventory transaction types are:

  • SHIP_CONFIRM: Ship Confirm

  • RECEIPT: Receipt

  • PUTAWAY: Put Away

  • CORRECT: Receiving Transaction Correction

  • MISC_TXN: Miscellaneous Receipt, Miscellaneous Issue, Account Alias Receipt, and Account Alias Issue Transaction

MISC_TXN is applicable for all the transactions initiated from the Create Miscellaneous Transaction page.

You can't configure an approval rule specific to a particular miscellaneous transaction type such as Account Alias Issue Transaction. After you configure an approval rule for miscellaneous transactions, the configuration applies to all the transaction types that you create on the Create Miscellaneous Transaction page.

Work Order Number

The manufacturing work order number where the work order transaction is created.

Inspection Type

The Inspection Type.

Valid values are:

  • INVENTORY

  • RECEIVING

  • RESOURCE

  • WORK_IN_PROGRESS

Set Up Approval Groups

The Manage Approval Groups setup task provides you access to the BPM Worklist page in Oracle Business Process Management Studio.

You can use the BPM Worklist page to set up e-signature approvers and approval groups. You must define approval rules to set up the workflow process. The approvers are sent workflow notifications using Oracle notifications. Approvers can enter comments when accepting or rejecting a transaction, and must enter their password to complete the e-signature verification process.

To set up e-signature task configuration:

  1. In the Setup and Maintenance work area:

    • Select the Manufacturing and Supply Chain Materials Management offering, click Setup, and select the Facilities functional area.

    • Select the Product Management offering, click Setup, and select the Item Organizations functional area.

  2. Click Manage Approval Groups. The BPM Worklist window opens and displays the Approval Groups tab.

  3. Select the approver group you want to configure and edit as required.