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Overview

An e-signature is required to authenticate a user identity to undertake an approval decision in the Quality Management System workflow.

Each user will needneeds one of

The user also needs the email address that they use to login to

Confluence (or if using inWebo to manage authentication this will be your inWebo username)

Confluence.

Info

A time-based token generated by the authentication app

will be

is required each time the user needs to approve a page that requires an e-signature.

Global administrators can reset existing valid setup tokens for a user and amend the signing token expiry date.

  • Quality Management System (QMS) Workflow
  • Setting up an approval signing token
  • Using an approval signing token to activate a review
  • Using inWebo for user authentication
    • inWebo Integration for user authentication



    E-signature process and approval signing token in the Quality Management System workflow

    The compliance

    The compliance review Quality Management Systems (QMS) workflow requires users to use their email and a signing token to confirm their identity when registering an approval. The workflow requires e-signature authentication for all reviewers in both the Draft and the In Approval states.

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    Users

    will

    need

    to utilize

    a one-time signing token to digitally sign their documents.

    Users will enter

    Users enter a signing token along with their email address.

    The first time a user is asked to electronically sign a Confluence page,

    they will see

    a

    set up

    Setup a personal code link is displayed.

    Info

    The approval decision buttons are disabled until the reviewer sets up the personal code and then adds their email and personal code token to the workflow popup.

    Each approval signing token generated by the app is temporary and

    will expire

    expires quickly (less than a minute).

    if

    If a user navigates away from the content with an approval activated but not undertaken, a new signing token

    will be

    is required on returning to the page to activate the approval.

    When the review is undertaken it

    will be

    is logged as electronically signed.

    OTP Token

    To activate each approval in the Quality Management System workflow,

    the

    the e-signature process requires

    the user

    the user to add their email and the current signing token generated by the authenticator app.

    The token is generated by a third-party app installed on your

    smart phone.

    smartphone or device.

    Authentication app setup

    When the first-time user chooses the

    Set

    set up a personal code link, the user

    will be p

    is asked to

    setu

    set up an authentication app:

    • installation of an authenticator app (Authy, Google etc) on the

    user

    • smart device

    .

    • linking the authenticator app to the instance using an email-generated QR code link

    .

    • addition of an app-generated numeric token to confirm the setup for the specific user in the current instance

    .

    The authenticator app

    will generate

    generates a new valid numeric signing token every 30 seconds.

    Once

    setup, each individual approval will require When the

    set up, each approval requires a numeric signing token from the authenticator app to activate the approval for the user.

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    Info

    The approval becomes active when the valid signing token is entered correctly into the workflow popup along with the user email address,

    the approval becomes active.

    inWebo MFA authentication

    inWebo can also be used with Comala Document Management for Cloud. 

    Using inWebo will disable the use of other 2FA apps and the OTP authentication is managed through inWebo

  • Comala Document Management must be globally configured to use inWebo MFA authentication
  • the validation of the user is managed by inWebo administration
  • each user must have an inWebo account
    • each user generates an OTP token using the inWebo Authenticator app installed on their Android or IOS mobile deviceinWebo Integration for user authentication

  • Using inWebo for user authentication