Enabling e-signature for an approval in a workflow
- Robert Alexander Marshall
Enabling e-signature on an approval in the workflow
The requirement for an e-signature for each user to undertake an approval in a workflow is set on each approval in a workflow.
The e-signature setting is edited using workflow builder visual editor accessed for each workflow in the space settings Document Management dashboard.
If you want to use e-signature for an approval in bundled workflow, make a duplicate of the workflow in the space document management dashboard and edit this copy. This copy is then applied.
Edit the workflow approval
In the space settings Document Management dashboard for an existing custom workflow (this may be a duplicated bundled workflow)
choose the pencil icon to Edit with Visual Builder
Workflow states are listed in the workflow panel (left-hand panel in the visual builder).
States with an approval are displayed in the workflow visual flow diagram in the navigator panel with at least an approved or rejected transition from the state lozenge.
choose the state with the approval (Review state) to add a requirement for authentication credentials to be provided by a reviewer
choose Approvals to display the approvals in the state
choose the approval name - in this example Approval - to edit the approval in workflow builder visual editor.
This opens the Edit Approval box.
expand the Advanced option
Under the Credentials section
check the Requires e-signature radio button.
Choose the Apply button in the approval editor to update the approval with the change
Save the workflow in the workflow builder visual editor
Exit the visual editor to add the changes to the space workflow in the space settings Document Management dashboard
When e-signature is enabled the approval requires a user to use an e-signature (email and signing token).
A user who is a content reviewer needs to set up a 2FA authenticator app on a smart device to generate a signing token for the e-signature.
Related Links
Authentication apps