In eSign Document Management, each document progresses through a configurable workflow based on the document type.

First Document Walkthrough

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Step

First Document Walkthrough

Use this quick tutorial to see how to create, review, and train on a new controlled document.

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Stage 1 - Start Document

From the Confluence page client ‘eSign Document’ link in the byline, or click the eSign Document Header if present on the page, in the dialog that appears press the [Start Document] button.

In the Start dialog that appears, select the appropriate document type and other settings and press start.

Step 2 -

Assign Reviewers

After starting the document will now have a Control ID and Revision to uniquely identify it.

Click Assign Reviewers to send the document out for review/approval. Each person will receive an assignment email, including the revision description if provided.

Step 3

Stage 2 - In Review

Reviewers will each need to Execute an Electronic Signature to with their approval meaning before it can be finalized.

Reviewers may Reject and provide feedback to the owner(s) to request changes to the page. Click [Finalize Approvals] to complete the Review stage.

Step 4

Stage 3 - Release

Release the document to distribute a copy of this revision for access and training. The release copy may be published to a separate space.

The Working Copy and every Released revision of each document are maintained.

A PDF of the Approval Record will be attached to the release copy.

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Step 5

Stage 4 - Training

Once released, documents are available for Training. The training module also uses electronic signatures to record 'Read & Understood” assertions against the document revision.

Optionally assign training to users to send them an email and track training progress.

Every completed training signature is attached to the document training record. The report can be generated at any time, and saved/printed as needed.

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Step 6

Stage 5 - Obsolete

Documents may need to be obsoleted when end of life, or replaced by a subsequent revision.

Once Obsolete, the byline and document header macro will clearly notify users that the document is no longer active.

Reference

Signature Access

To sign a confluence page or other content first access the eSign Signatures panel from the content byline or top menu.

Signature Workflow and Page

Document Owners

Signatures The Document Owners are responsible for guiding each page progresses through 3 states with each page being managed by Signature Page Ownersdocument through the workflow. Owners are set at the beginning of the process when Signatures for each Revision when documents are Started.

• The user who Opens the page for Signatures for this page is by default an owner; they can optionally add additional users.

• Owners can Invite and Administer signatures for the page. Space administrators can act as Owners.

• Designated owners are displayed in the footer of the Signature panel, and are included in the Signature invite email.

• eSign supports restricting pages to only be signed by Invitees. This option can be selected on the Open Signatures dialog (Start). If selected, only users who are invited to sign will be able to execute signatures on this page.

Execute Signature Dialog

Execute a signature using the Signature Dialog. Enter the Security pin and confirm/update the Meaning and press Apply Signature. Once authenticated, the approval signature will be added to recorded in the issuedocument.

eSign Document Management Dialog

The Signature Panel will show the current list of signatures and provide access to document dialog is the primary screen to work with each document. Owners have access to additional management functions and reports.

eSign

Pages with the eSign Signature Macro added can be signed inline. Optionally configure the eSign Macro to show in Traditional or Compact view and filter which signature meanings to display.

Signature Invite

Optionally one or more users can be “invited” to sign a page. Users invited will receive an email with a link to the page to sign and notes on the request. Their name will be registered as a Pending signature on the page and highlighted to “Sign Here” when they view a page with outstanding signatures.

Document Header (Macro)

Add the header to any document to improve visibility of the document ID and Status. The Header also shows progress of each Reviewer while the document is in review.

eSign Document Signature Block (Macro)

Optionally add a Signature Block to the document. This will show all approval signatures (and placeholders).

Signature Pin

For secondary authentication, each Signature requires a personal Signature Pin to be entered after first logging in to Atlassian Confluence. This Pin is reusable and can be used repeatedly to sign Confluence content/pagesDocuments. The first time a user opens the signature dialog the user will have to request a New Pin (via Pin Reset) before they can execute a signature.

If a Pin expires, is locked out, or is forgotten, the user can request a new one via Pin Reset. When this occurs, the eSign system will generate a random pin for that user and send it to them via e-mail. The new pin can be used for Signing immediately. The user can optionally select their own Pin in the eSign User Settings page.

Pin Security

• Pins are minimum 6 characters in length

• Pins will lock out after multiple invalid attempts

• Pins will expire after 180 days

Signature

Each signature is cryptographically locked to the confluence content, including attachments. The Signature Verification feature is available to confirm that neither the content or attachments of a page has been modified since a signature was captured. Changes to the content/attachments will “break” the signature lock and show as an unverified signature on the certificate.

If a change is required (e.g. updated document revision needs to be signed, the signees can re-sign the update page. When a signature is re-executed the previous signature is “voided” and may be displayed on the Signature Content panel.

Signature Finalize

• Finalize Signatures to indicate signing is complete. Once Final, no further invites or signatures may be performed on a page.

• A PDF Signature Archive with all signatures, attachments, comments and page details will be generated and attached to the page (if enabled). See Document Approval Record (PDF)

• Space Administrators may reopen finalized signatures if necessary.

Limits

• Limit of 50 users may be invited through the Invite dialog at one time. Subsequent invite requests can add additional users to the page.

and Document Integrity

The eSign Document Management record is stored within Confluence as custom content within each page. The record is cryptographically signed by eSign to allow the record integrity to be verified. In addition to the approval signatures of all users that signed, the approval record also contains page name, version, date of the confluence page and the name, date/time and size of all attachments.

If a document is modified during the Review process (e.g. to address feedback for required changes), all captured signatures will be flagged as modified. Users must re-approve the latest version of the document before the page can be finalized.