Digital Signatures

Content

A step-by-step guide to creating Digital Signatures, allowing you to sign off on the review and approval of policies in PolicyManager™.

What are Digital Signatures?

When reviewing and approving policies in PolicyManager™, you have the ability to sign off on policies using a Digital Signature. Like a written signature, the purpose of a Digital Signature is to guarantee that the individual signing the policy really is who he or she claims to be.

A user may add his or her Digital Signature to a policy during Projects, and the signature will be visible in a policy’s meta data.

This guide will cover the following topics:

•  Uploading and Changing a Digital Signature
•  Requesting a Digital Signature on a Policy
•  Adding your Digital Signature to a Policy

Uploading and Changing Digital Signatures

Before you begin, you should first create a Digital Signature. There are two ways to do so:

Ø Write your signature on a piece of paper. Scan the page, and save the image to your computer as a JPEG.

Ø Write your signature using the Paint program in Microsoft Word. Save your signature to your computer as a JPEG.

Uploading a Digital Signature

1. Once logged in, your name will appear at the top of the window. Hover over the orange arrow beside your name, and click on “Change my Information.”

2. Once logged in, your name will appear at the top of the window. Hover over the orange arrow beside your name, and click on “Change my Information.”

3. The following window will appear. To upload a Digital Signature, click “Add Digital Signature.”

4. The following box will appear. Create a Digital Signature Password, and then click “Browse.” Navigate your computer to locate the JPEG file of your Digital Signature. Click “Save.”

Changing a Digital Signature

In order to change a Digital Signature, follow the steps for Uploading a Digital Signature above. In step 3, you will have the opportunity to click “Change Digital Signature.” 

Requesting a Digital Signature on a Policy

1. Log in on the home page with your username and password. In order to proceed, you must be a Registered User with privileges to Participate in Projects, mostly known as Power User.

2. Once logged in, click Projects. The following screen will appear. In order to start a new Project, click “Add.”

Note: If the document already exists and is published please click on the “Full Edit” button within the Document Viewer in the Library.

3. The Projects window will open. Complete the first tab entitled Project Setup. Once this tab is complete, you may proceed to the Workflow Setup tab.

To add the first task in the Workflow, click the drop-down box beside Member Role and select Author, Reviewer, or Approver. Select the Member’s name. Type the Task Name, Task Description, and Start and End Dates. To add subsequent tasks, click the (+) icon.

If a member of the workflow has a Digital Signature uploaded, a checkbox entitled “Signature Required” will appear in their Task box. Click the checkbox. Proceed with your Project.

NOTE: Only Reviewers and Approvers have the ability to add Digital Signatures to policies.

Adding your Digital Signature to a Policy

1. Log in on the home page with your username and password. In order to proceed, you must be a Registered User with privileges to Participate in Projects, mostly known as Power User.

2. Click Approve.

3. Type your Digital Signature password, and click “Submit.”

Also, you can use Sign Off Management to request someone to add their signature to an already approved/published document. Please refer to the Sign Off Management guide.