This provides the ability for report viewers to sign reports. When added to a custom group report, the report designer can specify the instance object to associate finalized signed reports with. By default, an object with the same name as the report is used. When all the signatures have been collected, the report is exported to PDF and attached to the object’s profile.

How It Works

Signing a report involves verifying the signee’s identification. They will be prompted for either a PIN or their GideonSoft password in order to sign the report. PIN access makes future signing easier to manage. If a user does not have a PIN, they will be prompted to add one upon successfully authenticating their login. PINs can be between 4 and 6 digits.

The viewer can change the name before completing the signature. If this is the final signature for the report, an additional message indicating so will be displayed. After the signature is complete, a cursive signature of the person’s first and last name will appear. Underneath the signature, the timestamp and actual first and last name will be shown.

Adding a Signature Item to a Report

• You can have up to five different Signature elements on a report, though they have to use different signature types.
• Only one person per type can sign a report.
• While there are active Signatures, the report cannot be changed. The data contained in the report may change, but the report itself will be locked for editing.
• Copying a report will not copy any Signatures. The Signature is associated with the unique report identifier.
• Once all Signatures have been applied, the report will export to PDF and become an attachment on the target’s profile in the “Signed Reports” bucket and the Signatures erased.

Signature Options

Signature Type … Select one:

• Report Target (Custom Person report only) … A button will appear when a signature is needed. When clicked, the user will be prompted to enter a pin or a password to verify their identity. Most of the time, the report target will not have access to the report, so they will need to view the report from another login and sign from there.
• Report Viewer or Alternate Signer 1/2/3 … A role is required when using one of these types. The roles can be used more than once, but once a Signature is applied, it cannot be reset until the report is fully signed. The button will appear when the report viewer is in one of the roles determined by Signature type.

Signature Prompt … Displayed directly above the signature box.

Signature button text … Displayed in the box, before the viewer’s name.

Text to display when there is no signature …

Text to display when someone is signing the document …  The confirmation statement displayed after authentication.

Date/Time Format … The timestamp displayed upon completion.

File Name Format … This is used to format the PDF that gets attached to the profile. Available items: [report], [date], [timestamp], [param name], [identifier], [name]. Ex: [date] – [@p_TrainingDate] ([report]).
Instance Object To Attach Signed Reports (Custom Group report only)… This object will be used to attach signed reports to. If it doesn’t already exist, it’ll be created. [report] will create an object named after the report name.

Forgotten Pin

After 3 unsuccessful attempts to enter a PIN, the user will be prompted to reset the PIN by re-entering their password. Forgotten passwords will have to be taken care of in the usual fashion in GideonSoft, either by the Forgot Password link on the login page or via an administrator.

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Version(s): GideonSoft 2024 Release 1 and later