Self Signing Documents

Overview

The application allows to easily sign documents in the room.  Room Admins and access users with manage permission,  can sign documents from all folders they can Manage.  Self-signatures can be added from regular and special folders such as My Starred Items, All Search Hits, Lists, etc.

Getting There

There are 2 ways of accessing Toolbox Mode in order to sign documents.  Select a document that is not slipsheeted or does not have active signature requests:

• Pop out the Viewer and click on Toolbox Mode button
• On File Information panel, Document Actions section, click on Redaction and Self-Signing icon.  Toolbox Mode is opened on a separate browser tab and automatically set

Note: when selecting Archives, Audio or Video files and selecting Toolbox mode, everything will be disabled since these kinds of files cannot be signed.

Toolbox Mode

In order to sign, just drag and drop the Self-Signature element displayed on the right side of the Toolbox and place it anywhere on the page.

If the user has never self-signed a document before, a signature must be created first.  

Signatures will be displayed with the settings configured on the top right corner of the screen.   Available settings are: ink color, date and time stamp and Apply frame.

If the user wants to edit it, he can click the Change link displayed next to the Self-Signature element.  These changes will be applied to all signatures created afterwards.  Existing signatures will not be affected.

Each signature will have its corresponding row under Signature List table.  This list shows the page the signature is in, the user who created it and the edit and delete icons.

The following Actions can be performed on Signatures:

• Resize: select the signature and place the cursor on the right lower corner until a white double arrow is shown. Then drag and resize as needed.
• Edit Signature: in order to change a specific signature, identify the corresponding row on Signature List and click on the Edit icon.  The popup window will be opened, allowing to draw a different signature and change the ink color, date and time stamp and Apply frame options.  These changes will apply to the signature currently selected only.
• Move: select a signature and move it to the desired new place. Click on Apply and Save button to Save the changes.
• Delete: Any user that is able to sign, can delete its own signatures only.
   - Delete a Single Signature: click on the Delete icon from the corresponding row on Signature List table.  This action will delete that specific signature only.
   - Delete All Signatures: in order to delete all signatures at once, click on the Delete Signatures button.  This will delete all signatures created by the user currently logged in only.

Colors and Signatures

Signatures can have different colors according to their status:

• Bright Red: identifies unsaved signatures
• Light Red: identifies the signature currently focused
• Light Blue: once Apply and Save button is selected, all signatures will turn light blue indicating that they have been saved

Review  Mode

User can toggle from Toolbox to Review Mode at any time by clicking on Review Mode button on the top right corner of the screen. 

When switching to Review Mode, each signature will be displayed with its corresponding settings: ink color, date and time stamp and/or Apply frame.

No action can be performed on Signatures on Review Mode.

Downloading Self-Signed Documents

To Download Native any self-signed version of a document, the user must be able to Manage that document's folder.  The same applies to list item attachments.  User needs Manage Work Lists room permission granted.

If the user can't manage and tries to download a single document, he will get Native option disabled.  On the other hand, when downloading multiple documents, some of them self-signed and others not, the user will get a warning and just download all unsigned documents.

When downloading folders the user can't manage, the zip will contain a slipsheet file for each self-signed document.  The slipsheet will show a legend similar to "Document Was Self-Signed and/or Redacted And Cannot Be Downloaded As Native".

Please take into account that when sharing self-signed documents with Download Native permission, the recipient will still not be able to download them.