emSigner 2018 Summer Release

Forums: 

Release Bulletin for emSigner – 2.1.1

1         About eDiploma

An eDiploma is an official signed and certified PDF of your diploma with embedded QR code. Scanning the QR code will redirect to emSigner and displays complete information of the document signatories as well as student details and option to download the certificate.

A certified eDiploma assures that the document is authentic, comes from a verified source, and has not been tampered.

The eDiploma will have a number of uses that the paper doesn't have.

eDiploma is used for quick verification purposes like Interviews,  Verifications, etc.

Your eDiploma is an official and legal electronic document.

Share and receive eDiploma unlimited times through emails for urgent verification.

eDiploma is highly secure, portable and exact digital version of paper diploma.

 

1.1       How to generate eDiploma:

Flexi form Templates helps admin to create web form templates once for each workflow activity and reuse them whenever signing is needed.

  1. Admin when clicks on Go to Admin option in the profile icon.

 

 

  1. On click of Manage Workflows tab, displays Manage Workflows page as shown below.

  1. Select workflow to which template need to be created and click on Create Flexi form button displays next step upload documents.

  1. Now click on upload button for uploading Single/Multiple PDF document templates.

  1. Click on Add signatories adds the new signatory for each document template. On click of delete icon deletes signatory/reviewer.
  1. Now add controls to the document in required places by just drag and drop each control present in the left side. Here you can drag and drop QR code on the document.

  1. Now configure setting for each control by click on settings icon at the top of each control. Now displays popup as shown below.

  1. If participant is not having any signing option automatically system will recognise user as reviewer.
  1. Enter tag name and select Text-align for each control and the same should be mentioned in the XLS/CSV sheet while preparing the workflow. Tag Name is used to map fields against uploaded CSV/XLS data for bulk document generation. And finally click on Apply button. Repeat this step for all the controls in the documents and click on Activate Workflow button.
  1. On successful click of Activate workflow button creates template for the flexi form.

 

1.2       Bulk Upload:

Cut down on your time spent on routine uploads. Make multiple record uploads in one go.

Create your bulk upload spreadsheet, the bulk upload spreadsheet lets you collect information for multiple students in one place, and upload the data to verify and to create your spreadsheet.

Importing multiple records in one action thus automate the process.

The simple methods where you use a XLS or CSV file, which has many extensive bulk records.

 

Upload Data:

  1. For generating e-diploma, admin/internal user (Who has explicit access to the screen) need to click on Bulk Upload in left navigator, then page will be in the following way.

  1. In the page you will be able to select workflow and upload external data (XLS/CSV).
  1. If workflow selected doesn’t have tag names mapped, then it throws an exception “Template you have selected doesn’t have tag names mapped. Please select valid template.”
  1.  Click on Browse button displays browse popup where you can select file.
  1. Click on Reset button should reset the uploaded file and display same page.
  2. After selecting the external data (CSV/XLS), click on Next button, validates tag names in the workflow with columns in the sheet.
  1. If there is any mismatch in tag name it throws an exception “Please ensure that the data in the uploaded sheet is in sync with the tag names in the document”.
  1. On successful validation it redirects to below step.

Note: Validation criteria will incorporate mandatory vs optional values against each tag name.

 

Validate Data:

  1. In this step XLS/CSV data should be displayed in tabular form with edit and delete options.

  1. Click on edit icon to edit data and click on update to save changes. Click on close/x icon to close the popup.
  1. Click on delete icon to delete data in that row.
  1. Click on Submit button to initiate eDiploma generation and on successful initiation below message “Your request is in queue will notify on completion” and confirmation email will be triggered once e-documents are generated.

 

Confirmation:

  1. There will be a service running in the back end and it will monitor all initiations for generation of eDiplomas.
  1. Once request is processed user would receive an email notification with LOT number generated for that specific external data upload with appended timestamp.

 

1.3       Bulk Initiate:

Sometimes you want to initiate lots of items at the same time, and doing them one by one will take forever. You can now do a bulk initiate in one go.

  1. The request will be in Bulk Initiate tab in the left navigator where user can initiate bulk documents.

  1. Click on “Download” in the Actions column “Your request is in queue and download link will be sent in email once process completes”

  1. Click on “Bulk Initiate” button in the Actions column a pop up box will display to configure participants as shown in the below image.

  1. Assign the signatories and click on Apply button.
  1. eDiploma support only eSignature options as shown below.

 

1.4       Bulk Review:

  1. Initiator will initiate the documents and send it for reviewer to review.
  1. Reviewer can review the document assigned in one go with Reviewer Comments (optional)
  1. From the left navigator select the “Bulk Upload” option as shown in the below image. Select the workflow and browse the XLS or CSV file and upload the bulk records.

  1. Once XLS or CSV file is uploaded the data in the file will display as shown in the below image.
  1. Where in Edit button can edit the data of that particular row and Delete button will delete the record.

  1. Validate the data and click on submit, request will be created along with the unique LOT number generated. A lot number is an identification number assigned to a particular set of documents.

  1. Service will be running in the backend for generating of eDiploma PDF’s.

  1. Once Bulk Upload is done, check the status from the Bulk Initiate from the left navigator.
  1. Once PDF’s are generated there is option of Download and Bulk Initiate under Actions.

  1. Click on “Download” in the Actions column “Your request is in queue and download link will be sent in email once process completes”
  1. Click on “Bulk Initiate” button in the Actions column a pop up box will display to configure participants as shown in the below image.
  1. Configure Signatory and Reviewer with their email id’s and clicks on Apply button your request will be in queue for generating the PDF’s as shown below.
  1. If participant is not having any signing option automatically system will recognise user as reviewer.

  1. Email will be triggered to the signatory and reviewer along with LOT number.
  1. Once reviewer log in with credentials and click on Bulk Sign option in the left navigator, the screen as shown in the below image.
  1. There are two options “Comment” and Download under Actions column.

  1. Once reviewer clicks on the comment button under Actions column, a pop up box will open where in reviewer can enter his comments (Optional) or just can approve.

  1. Once comments are entered and clicks on Approve, message will display as “Reviewed successfully” as shown in the below image.

  1. Once comments are entered and approved by reviewer, the same comments can be viewed by initiator in the completer tab under comments section as shown in the below image.

 

1.5       Bulk Sign:

Bulk sign feature is convenient way for users to sign multiple documents in one go thus saving substantial time in opening the document and signing them one by one.

  1. In left navigator of dashboard page, click on “Bulk-Sign” displays below page.

  1. Click on Bulk sign icon beside the record displays bulk sign popup.
  1. Below is the different signature options displayed.
  1. Select any of the signature option like Upload, Draw or Select and click on Bulk Sign button.

  1. Once signing is completed signatory will be triggered a mail and same can be view in the Dashboard in completed tab.

  1. Click on download document button, the document will download.
  1. Once document is signed by all the signatories then QR code will be embedded to the document according to the control placed. QR code will be used to validate the printed document after digital signature.
  1. All the PDF’s (records) generated will be signed in bulk by all the signatories.

2         Hybrid QR Code

 

  • Hybrid QR code is a new call to action tool that helps to get immediate response from customers.
  • Hybrid QR code has Ultra-Fast Scanning Speed that can be read in less time, despite having so much information.

2.1       Scanner in emSigner App:

  1. Once document is signed by all the signatories then Hybrid QR code will be embedded to the document according to the control placed. QR code will be used to validate the printed document after digital signature.
  1. Readable by scanner in the emSigner App to read Hybrid QR code. No additional app is required, It is a technology which has a QR code scan option in the emSigner app.
  1. No Internet connection is required to scan the Hybrid QR code, when using the scanner from the emSigner App.
  1. When user scans the Hybrid QR code by using scanner in the emSigner app, it will not redirect to any portal but displays the complete information of the document on the mobile screen, the information in Hybrid QR code cannot be tampered any time when scanning the Hybrid QR code using emSigner app.
  1. Below are the images of the scan option available in the emSigner app, pre-login and post-login in the emSigner app.

Scan option in the emSigner app pre-login

Scan option in the emSigner app post-login

  • When user scans the Hybrid QR code by using scanner in the emSigner app, it will display the complete information of the document on the mobile screen as shown in the below image.

2.2       QR Code Scanner:

  1. Not only scanner in the emSigner app, any other QR code scanners can also be used to scan the QR code in the document.
  2. Internet connection is required to scan the Hybrid QR code, when using any other QR Code scanner.
  3. QR Codes are most commonly used to direct their scanners to a specific website, QR code is a machine-readable code consisting of an array of black and white squares, typically used for storing URLs or other information for reading by the camera on a smartphone.
  4. Once document is signed by all the signatories then QR code will be embedded to the document according to the control placed. QR code will be used to validate the printed document after digital signature.
  5. When user scans the QR code it redirects to emSigner portal and displays complete information of the document signatories as well as student details and an option to download the certificate.
  6. On click of “Download Certificate” the certificate will be downloaded.

 

7. Once Certificate is downloaded it has all the information as shown in the below certificate.

8. After QR code is scanned and when redirects to the emsigner portal, if any tampering is done to the QR code it will be invalid and error will be “QR Code Authentication Failed” as shown in the below image.

3         Flexi form Label Changes:

3.1       Tag Name (New field in label settings):

Tag Name is the new field added in the control under configure settings while creating a web form template in the flexi form.

Tag Name is used to map fields against uploaded CSV/XLS data for bulk document generation

Tag Name should be exactly like the column header in the CSV/XLS file.

If workflow selected doesn’t have tag names mapped, then it throws an error.

 

3.2       QR code (New label)

QR Codes are most commonly used to direct their scanners to a specific website, QR code is a machine-readable code consisting of an array of black and white squares, typically used for storing URLs or other information for reading by the camera on a smartphone.

QR Code is the new document field added while creating a web form template in the emSigner flexi form.

QR code is the code which has complete information of the document along with signatories and student details in the background.

If QR code is tampered authentication will be failed and it will become invalid and error will be “QR Code Authentication Failed”

 

3.3       New Font Type in label settings

New Font Type “Ballist, Zafcham, Myriadpro Regular, Myriadpro Bold, Bodoni BT, Bodonin, Zafcham Italic” is added in form field under settings of each control while creating a web form template in the emSigner flexi form.

New font type is added for all the document fields under setting while creating a flexi form.

Whatever font type is selected while creating a flexi form, the same font will be appear in the document for the selected document field.

Font type can be selected by the customer as per their requirement and fits into the document.

 

3.4       New Font Size in label settings

New Font Size up to 60 is added in form field under settings of each document fields while creating a web form template in the emSigner flexi form.

Whatever font size is selected while creating a flexi form, the same font will be appear in the document for the selected document field.

Font size can be selected by the customer as per their requirement and fits into the document.

 

3.5       Text Align (New field in label settings)

New form field “Text Align” (Left, Right, and Middle) is added in form field under settings of each document fields while creating a web form template in the emSigner flexi form.

Whatever texts align is selected while creating a flexi form, the same alignment will appear in the document for the selected document field.

Text Alignment can be selected by the customer as per their requirement and fits into the document.

 

4         Reviewer in workflow

 

4.1       Initiate the Document

  1. Initiator will initiate the documents and send it for reviewer to review.
  1. Reviewer can review the document assigned with Reviewer Comments (optional).
  1. Admin when clicks on Go to Admin option in the profile icon.

  1. On click of Manage Workflows tab, displays Manage Workflows page as shown below.

 

4.2       Create Workflow

  1. Select Manage Workflows from the left navigator then select workflow and click on “Create Workflow”.

 

4.3       Upload Document Templates

  1. Upload the document for creating a standard template, click on “Upload Documents” button to upload the document.

  1. Document is uploaded as shown in the below image, now click on “Continue” button.

 

4.4       Activate Workflow

  1. The document uploaded will be displayed here, click on “Add Signatories”, add number of signatories required and click on “Activate Workflow”.

 

4.5       Configure the participants

  1. Click on the signatory and configure the participants either “Signer” or “Reviewer”.
  1. Signatory 1 is selected as “Signer” and Signatory 2 is selected as “Reviewer” as shown in the below image.

 

  1. Save and Activate the Workflow as shown below.

  1. Once workflow is activated and standard template is created then choose the file to upload for signing and reviewing.
  1. Go to the home page and in the left navigator select the workflow for which the standard template is created and click on choose file to upload the document for signing and reviewing as shown in the below image.

 

4.6       Specify participants

  1. After uploading the document and click on continue will take you to the page to specify participants like Signatory and Reviewer.

  1. Click on Signatory and Reviewer and assign by giving the email ids.

 

4.7       Sign & Send

  1. Signatory will sign the document and click on send.

 

 

4.8       Reviewer in the Workflow

  1. Email will be triggered to the reviewer with Sign/Review button.
  1. Reviewer can also login to his emSigner account with valid credentials; go to My Pending from Dashboard.

 

4.9       Reviewer Comments Box

  1. Once reviewer clicks on the “View Document” button under Actions column, a pop up box will open where in reviewer can enter his comments (Optional) with Approve and Decline options.

  1. Once comment are entered by the reviewer and click on Approve or Decline then email will be triggered to the initiator.

  1. The same comments from reviewer can also be seen in the initiator login under completed section in Dashboard.
  1. Once Initiator clicks on the “View Document” button under Actions column, a pop up box will open where in initiator can view the reviewer comments.