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

First Document Walkthrough

Workflow Overview

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Step 1 - Start Document

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

Find the existing Confluence page to be managed as a controlled Document, and click the eSign Document link in the byline, or click optionally add the eSign Document Header if present on macro to the page , in the first.

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In the eSign dialog that appears press the [Start Document] button.Image Removed

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

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Step 2 -

Next, choose the “Controlled Document” Document Type. All other fields can be left as default. Press Start.

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Document Control ID and Revision can be set manually as per the corporate Quality System if required. Document Types and Approvals for each are configurable in Space Settings > eSign Document Settings.

Assign Reviewers

After starting the document will now have a Document status will be DRAFT and it will be assigned a unique Document Control ID and Revision to uniquely identify it.

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

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Step 3 - Review and Approval

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

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

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select the people to review and approve this document revision.

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For this first revision, use the Assign to Me link to assign the first required Approval meaning to yourself. Press Submit to save the changes. All assignees will receive an email notification.

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Reviewers can be reassigned if necessary after review has started. Optional reviewers can also be added.

Stage 2 - In Review

The Document status is now IN REVIEW. Press Approve to apply your approval signature.

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New Signature Pin

For your first approval, you will need a eSign Signature Pin. Click the Pin Reset link and then Yes, Reset my Signature Pin to have eSign send you a new Pin via email.

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Execute Approval Signature

Once you receive the Signature Pin via email, enter your Title (optional), Signature Pin and press Approval Signature to apply the signature.

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Finalize Approvals

Once all required Approvals have been applied, the document status will become APPROVED. Owners will receive a notification via email and the Approval Record will be available online ( Records > Approval ).

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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.

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

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training and reference. The Working Copy and every Released revision of each document are maintained as separate Confluence pages. This allows training and reference of the active released document to continue while the next revision is being authored. The Working Copies and Release Copies may be in separate spaces.

Press Release Document to initialize the release of an Approved working copy. The Release Document dialog performs a precheck to verify the Target publishing Space, Location and Title are valid.

Press Release to continue.

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Post Release

After release the Working Copy status will be CLOSED and the dialog will show links to navigate to the newly created Release Copy.

Follow the Release Copy link in the dialog to view the Release Copy page; it will be Released and available for Training.

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Release Notes

• For this first walkthrough the Release Copy will be created as a child of the Working Copy. For production use we recommend publishing to a separate space; configure the target space in Space Settings > eSign Space Settings.

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

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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.

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Assign Training

Press the Assign Training button in the Manage Training tab to set up training.

Set Due Date, Users (including yourself) and a Training Note, then press Assign.

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Completing Training

Users will be notified of new training assignments via email. Following the email link or opening the document dialog will display the My Training tab. Press Complete Training to apply a Read & Understood signature to the Release Copy of a document.

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

Releasing a new document revision will automatically Obsolete the previous one. Documents may need to be obsoleted when end of life, or replaced by a subsequent revision.

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also be manually Obsoleted if necessary.

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

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Reference

Signature Access

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

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Signature Workflow and Page Owners

Signatures for each page progresses through 3 states with each page being managed by Signature Page Owners. Owners are set at the beginning of the process when Signatures are Started.

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Congratulations, you have completed a complete life cycle of a new document revision. We recommend starting the next revision (e.g. Rev 02) of the same document; the process is very similar.

Next Revision

1. Return to the Working Copy (Closed Tab) and press Start New Revision to begin the life cycle for Revision 02 of the same document.

2. Modify the page content, and add one or more of the the eSign Document Header, eSign Signature Block and/or eSign Revision History macros.

3. Complete Review, Approval and Release for Revision 02.

4. When complete use the “Search > Document Revisions” link to see the 3 related pages (1 working copy, and 2 releases). Access the reports menu on each to see the approval, training and audit report for each revision.

Further Exploration

• Add additional reviewers in the Assign Reviewers to work with multiple people

• Change the Target Release location to be a separate space

• Add a new Document Type with its own Approvers in eSign Document Settings (in Space Settings)

• Explore Document Search (Apps > eSign Documents) and Reports (Apps > eSign Reports)

Additional Information

Document Owners

The Document Owners are responsible for guiding each document through the workflow. Owners are set for each Revision when documents are Started.

• 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.have owner level privileges

• Sitewide Document administrators (configured in eSign App Settings) also have owner level privileges

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/Admins 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.

If the ‘eSign’ macro is added to the page, invitees will see their name and a Sign Here highlighted if they need to sign the page.

Signature Pin

Document Macros

eSign Document Header

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

Include a Signature Block for the document inline in the Confluence page. This will show all approval signatures (and placeholders). It is interactive and users can sign by clicking on this block (as well as approving from the byline).

eSign Document Revision History

Insert a complete revision history table of all document revisions.

eSign Document Link

Provide a dynamic link to include in any page to navigate users to the most recently released revision of any document.

Signature Pin

Signature Pins can be enabled for Review Signatures and/or Training Signatures in eSign App Settings. If enabled, eSign will enforce that users enter a Pin for secondary authentication of every signature. Users must first log 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

Restrictions

• Pins are minimum 6 characters in length

• Pins will lock out after multiple invalid attempts

• Pins will expire after 180 days

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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 attached to 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 existing approvals will be flagged as modified. Users must re-approve the latest version of the document before the page can be finalized.