Electronic Signatures

The electronic signature features offered by the Electronic Signatures and Advanced Logging module expands the M-Files workflows: the state transition can be certified with user credentials. You can use electronic signatures to certify, for example, approval of documents.

If you specified an electronic signature for the state transition, the signature is always required from the user before the change in state. The state changes when the object is checked in. The change of state with a signature can only be done one object at a time. Only users that have Windows authentication in use can do state changes that require an electronic signature. The user adds an electronic signature to the state transition when they enter their identification data and log in. The electronic signature does not refer to an electronic "fingerprint". The electronic signature always requires the user to enter the user identification and to log in.

You can require users to give their electronic signature before they can make a specific state transition in a workflow.

The Electronic Signatures and Advanced Logging module is available for a separate fee. This module includes event logging extensions and electronic signature functionality. For more information, see Electronic Signing and Compliance.

Electronic signature for workflow state transitions

The Electronic Signature tab for a state transition.

Select Require electronic signature for this action to modify the options.

Signature meaning

With the Signature meaning options, you can select either a predefined signature reason-meaning pair or specify multiple meanings for the signer to choose from. The signature reason is a brief heading-level description for the signature, such as Approval of instruction document or Approval of invoice. The signature meaning is a description that tells the signer what will be approved. The maximum number of characters is 500, and you can use placeholders. The placeholders are listed in Placeholders for Signature meaning, Signature reason, and Additional information fields.

Examples

If you entered "Signed by %SIGNED_BY%" in the Signature meaning, the actual signature description that the user sees is, for example, Signed by Alex Kramer.

If you want the substitute user's name to be shown, use the %SIGNED_BY_WITH_PROXY% placeholder. If you entered "Signed by %SIGNED_BY_WITH_PROXY%" in the Signature meaning and Alex Kramer signs, the signature description will be Signed by Alex Kramer. If the signer is a substitute user of Alex, the signature description will be Signed by Andy Nash, on behalf of Alex Kramer.

In the image, the user has defined this signature meaning: "By moving this drawing from state %SIGNED_FROM_STATE% to %SIGNED_TO_STATE%, I confirm the drawing to be ready for the delivery to the client."

The signature meaning displayed on an electronic signature prompt.

Signature metadata

You can set the electronic signature to require the signer to add a value for a selected metadata property, such as Comment. The text is saved either to a separate signature object (see Create a separate signature object) or to the object with the workflow. You can also add more information to the Additional information text box. In Additional information, you can use placeholders (listed in Placeholders for Signature meaning, Signature reason, and Additional information fields).

Create a separate signature object

Select this option if you want to create a new object for the signature. Then the signature object is automatically in relationship with the object where the state transition is in use.

Identifier

The identifier is free-form text. You can set, for example, Purchase Invoice Approval as the identifier. In the creation of the signature object, the identifier becomes a part of the metadata for the object. The Identifier property can be used in, for example, scripts for state-transition functions or in searches to individualize a certain type of signature.

A signature object with information on the signer, the signing date, the meaning of the signature and other elements.

Save signature manifestation as text to a property

Select the property that you want the signature to be associated with. Then the specified content of the signature is shown as the property value in the metadata of the object. The default property is Signature manifestation. The text content of the signature property consists of the reason, meaning and additional information for the signature.

You can also create a separate property definition of your own for each signature of the relevant state transition in the workflow. Then you can see all of the properties created and their signature content (manifestations) in the metadata of the object's latest version.

Placeholders for Signature meaning, Signature reason, and Additional information fields

The available placeholders to be used with the Signature meaning, Signature reason, and Additional information fields are listed in this table.