ES - Requesting specific group or user to sign

This day has come! We are happy to announce v3.0 of Electronic Signatures app. It enables you to check user credentials according to technical elements of 21 CFR Part 11 that define the criteria under which electronic records and electronic signatures are considered trustworthy, reliable, and equivalent to paper records – and it is now stronger than ever. 

This page describes how you can request user(s) to sign for the versions 3.0 and above. The documentation for the previous versions can be found here.

Requiring electronic signatures from specific user(s) or group

To request signatures from the specific user(s) or group you need to set up the validator. Validators check that any input made to the transition is valid before the transition is performed. Input can include that gathered from the user on the transition's screen. 

If a validator fails, the issue does not progress to the destination status of the transition, and the transition's post functions are not executed. 

Now, let's see the ES Issue Validator in action. The use case is as a Jira admin I want the issue to be signed by Mirey Matie so that it can be moved from To Do to In Progress.

To do so, perform the following steps:

Adding a validator to a transition

1. Select  > Issues.
2. Click Workflows and then Edit for the relevant workflow.

3. In diagram mode, select the transition arrow. In text mode, select the transition's name from the Transitions (id) column.

4. In diagram mode, click Validators in the properties panel to show the triggers configured for the transition. In text mode, select the Validators tab.
   
   

   Make sure you've added the Electronic Signature custom fields to your Workflow screen.

5. Click Add validator, select ES Issue Validator from the available validators
   
   
   
   
6. Set the necessary parameters for the ES Issue Validator and click Add.  
   
   
   
   
   

        Don't forget to publish your new workflow and you're all set.  The issue is now have to be signed by Mirey Matie so that it can be moved to In Progress.

Adding a post function to a transition

The prerequisite would be to add ES Issue validator to transition to Done as it is described here.

1. To add post function, go to → Issues.
2. Click Workflows and then Edit for the relevant workflow.

3. In diagram mode, select the transition arrow (in our case to In progress). In text mode, select the transition's name from the Transitions (id)column.

4. In diagram mode, click Post Functions in the properties panel to show the triggers configured for the transition. In text mode, select the Post Functions tab.

   
   
   

   
   

5. Click Add post function, select ES Email Issue from the available post functions.
   
   

   

   
   

6. To set the necessary parameters for the ES Email Issue post function, select ES Issue Validator ID from the drop-down list. 
   
   

   

   You can find ES Issue Validator ID in the validators parameters

   

   Don't forget to publish your new workflow and you're all set. 

   That's it. Now when the ticket reaches out to In progress status, approvers will receive an email and will be able to sign the Issue. 

Changing the Issue Status

1. Select the Issue and try to move it to the appropriate status - In Progress. The following screen appears.
   
   
   
   

2. Enter the password as a Jira admin and click In Progress. Now, you see the message that signature from Mirey Matie is expected.
   
   

   
   

   When trying to change the status the email is sent to Mirey Matie , asking to sign the ticket.

   
   
   
   

3. Though the transition is not performed, your signature as an admin is saved in the Issue Signs Information tab.

   

   
   
   
4. Once the Issue is signed by the user Mirey Matie on the Issue transition the status is successfully changed.
   
   
   
   

That's it. Now you can see how Electronic Signatures Validator prevents an unauthorized transitions.

What's next?

ES - Using Electronic Signatures