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eSign Documents - Getting Started
- Chris Cairns🔹Digital Rose
First Document Walkthrough
Use this quick tutorial to see how to create, review, and train on a new controlled document.
Stage 1 - Start
Find the Confluence page to be managed as a controlled Document, and click the [eSign Document] link in the byline, or click the eSign Document Header (macro, if present). In the eSign dialog that appears press the [Start Document] button.
In the Start dialog that appears, choose a Document Type (e.g. “Controlled Document”). All other fields can be left as default for the first document. Press Start.
TIP: Document Types and Approvals for each are configurable in Space Settings > eSign Document Settings.
Assign Reviewers
After starting the document will now have a Control ID and Revision to uniquely identify it, automatically assigned by eSign.
TIP: Document Control ID and Revision can be set manually as per the corporate Quality System if there is a naming/revision convention.
Click Assign Reviewers to send the document out for review/approval. Each person will receive an assignment email, including the revision description if provided.
Reviewers can be changed if necessary after review has started.
Stage 2 - In Review
Reviewers will each need to Approve the document via an Electronic Signature before it can be finalized.
Reviewers may Reject and provide feedback to the owner(s) to request changes to the page.
Finalize Approvals
Once all reviewers have Approved the latest version of the page, the document will automatically be finalized. All reviews/owners will receive a notification via email.
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.
Configure the Release target space and parent page in Space Settings > eSign Document Settings. The Release Copy will inherit the default read privileges of the target space; Edit will be restricted to the eSign app.
Optionally - enable a Prerelease Training period to publish a prerelease copy to the target space. This allows users to complete training before the document is activated.
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 under review.
A PDF of the Approval Record will be attached to the release copy.
Immediately after release the current page will still be the “Working Copy”, it’s status will be Closed. Follow the Release Copy link in the dialog to view the Release Copy page; it will be Released and available for Training.
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.
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.
Next Revision
To complete the walkthrough, return to the Working Copy and press the “Start New Revision” button to create Revision 02 of the same document. Consider editing the working copy to add the eSign Document Header and/or eSign Revision History macros, and then complete the workflow steps one more time for Revision 02.
When complete use the “Search > Document Revisions” link to see the 3 related pages (1 working copy, and 2 releases, Rev). Access the reports menu on each to see the approval, training and audit report for each revision.
Reference
Document Access
To sign a confluence page or other content first access the eSign Document panel from the content byline or top menu.
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.
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 recorded in the document.
eSign Document Management Dialog
The document dialog is the primary screen to work with each document. Owners have access to additional management functions and reports.
eSign 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
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 Documents. 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
Signature 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.