Electronic Signature on a Form
The Onboarding (Transitions) administrator can configure and insert electronic signature fields into a form.
Each of the 50 available electronic signatures should only be used on one form in a single process. It is important not to reuse an electronic signature. Instead, the Onboarding (Transitions) administrator must define a specific electronic signature which is intended to be used on a specific form. If one single electronic signature field is placed in two forms, then it can appear to the users as if the second form has already been signed or the second form's electronic signature can overwrite the information about who signed the first form and when. For example, if using Signature1 in a I-9 form, it cannot be used in the Sexual Harassment form in the same process. Signature2 would need to be selected and configured for use on the Sexual Harassment form.
The E-Signature is a set of four fields. There is one main field (Esignature[Number]) that must be configured onto forms for capturing the signer's electronic signature data, and the other three fields (Esignature[Number]Date, Esignature[Number]IPAddress, Esignature[Number]FullName) are intended to display back information about the successful capture of that signature. The main field must be used as editable and is only meaningful when configured onto the form where the signature will be validated and submitted. The other three fields for viewing the information about the signature can only be read-only and these are useful on PDFs, reports or exports, and when viewing past-submitted forms in read-only as well. These fields help legal departments consider how to best meet their regulatory and compliance needs. They can be inserted as a variable into PDFs, message templates, content pages.
The following table describes the four fields.
| Field | Completed by | Notes |
|---|---|---|
| Esignature[Number] | Assignee | Typed information that will be compared against the specified
E-Signature value. Configure this field to appear on only one form
and consider making this field mandatory. Do not configure this field onto other forms, PDFs, or message templates. It is not possible to display back the data that was provided by the assignee for validation. |
| Esignature[Number]Date | Automatically by Onboarding (Transitions) | Timestamp indicating when the form containing the E-Signature was submitted. When the corresponding field has been captured and submitted, this field becomes read-only. |
| Esignature[Number]IPAddress | Automatically by Onboarding (Transitions) | The IP Address captured is from either the submitting computer or that computer network's firewall. When the corresponding field has been captured and submitted, this field becomes read-only. |
| Esignature[Number]FullName | Automatically by Onboarding (Transitions) | This field is filled automatically once the Esignature[Number] field is captured. It will contain the first and last name of the assignee. The purpose of this field is to display the assignee's full name because the Esignature[Number] field is not visible once it has been submitted. In other words, if the Onboarding (Transitions) administrator designs a form that only contains the Esignature[Number] field, once the form is submitted and has been viewed as a read-only completed form, the name of the assignee will not be displayed. On the other hand, if the form was designed to include the Esignature[Number] field for capturing the electronic signature AND the Esignature[Number]FullName, then after the form is successfully submitted, a person opening the completed read-only form will see the meaningful information about the assignee's first and last name. |
After submitting the form with a correct E-Signature filled in, a History event gets logged at the bottom of the step, showing who successfully provided the E-Signature and the timestamp of submission. Other events are also logged, such as failed E-Signature attempts due to wrong data provided and failed attempts due to missing the necessary E-Signature information from Onboarding (Transitions) to validate.