Signing a Document (without a digital signature)

Documents in ELMA can be signed without using a digital signature. To be able to do so, the user requires the respective access permissions to the document as well as permissions to sign a document.

To sign a document version:

click Actions - Sign Document (fig. 1)

.

Fig. 1. Document page. Actions - Sign Document button
on the Versions tab, click Sign in the context menu of a version (fig. 2)

Fig. 2. Document version context menu. Sign button
when adding a new document version, in the opened dialog box (fig. 3) check the Sign box. To sign with digital signature select Sign attributes with digital signature and/or Sign content with digital signature.

Fig. 3. Adding a document version. Sign box

In the opened dialog box (fig. 4):

select the required document version by clicking on it. Note that the document versions signed earlier cannot be selected;
add a Comment, if necessary;
leave the Sign attributes with digital signature and Sign content with digital signature boxes unchecked (if available);
click Sign Document Version.

Fig. 4. Dialog box for signing a document

The selected document version will be signed without using the digital signature.

Note

In ELMA 3.13.1 the signed version will be unavailable for editing in ELMA Web Application and in ELMA Agent. The context menu of the signed version on the Versions tab of the document page will contain only the ELMA Agent item (fig. 5).

Fig. 5. Document page. Versions tab. Signature information

Information on the document signature will be displayed on the Versions tab of the document page, in the data table (fig. 6).

Fig. 6. Document page. Versions tab. Signature information

Signed document versions can be marked with the following icons:

– signed document version with the Current status;

– signed document version with the Outdated status.

Next to these icons are links with the signature numbers. When you click on the links, a dialog box opens (fig. 7) with information on the users who signed the document version, digital signature, signing date and comment.

Fig. 7. Dialog box with signatures information

When you click on a user name in the User column, the user profile opens.

If the document version is edited and saved in the root file located in the ..\Shared folder with the system files\ELMA\UserConfig\Files, then the document page will show a warning that the Signature is not correct (fig. 8).

Fig. 8. Document page. General Information tab.

Besides, you can sign a document with digital signature, including document versions that previously were signed without digital signature.

A document can be sent for signing during a business process. In this case, a document signing task will be created.