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  5. Sigining and initialing

Sigining and initialing

Signing and initialing are essential and most common used actions in EBA DMS system.

Both actions adds legal validity to each document and each action on a document in the system thus providing complete legality of the EBA DMS system and all content in it.

Initialing

Action initials document. User must have permission to initial set on its workplace.
With initial you confirm document’s data and that you were acquainted with document.

To initial a document click on Initial button in toolbar on document list view or on opened document.
There can be more initials to choose – choose appropriate initial by clicking on arrow button on the right side of the initial button.

Signing

Action signs the document using user’s qualified certificate thus making document digitally signed.
A user must have permission set and qualified certificate. Signing with user’s internal certificate is not possible.

To sign a document click on sign button in toolbar on document list view or on opened document.
There can be more signatures to choose – choose appropriate initial by clicking on arrow button on the right side of the sign button.

Removing signatures and initials

In case we want to change the document after signing and / or initialing, we have to remove the last signature or initials. This can only be done by the user who signed or initialed the document. An EBA Administrator can remove any signature or initial but use this with caution as you are responsible for modified data.

To remove signature or inital, open document and select action “Remove last signature” or “Remove last initial” in Actions menu:

Picture 1: Removing signatures and initials

Facsimile

Facsimile is a image of handwritten signature. If you have facsimile set on a user, a user can add handwritten signature to a document.

To add facsimile to a document select action Initial or Sign (depends on how you have your facsimile set). A image of a signature shows up, drag it to desired location.

Right-click on facsimile image to reveal additional options:

Picture 2: Adding facsimile to a document with options.

Add on first page of a document – add signature just on a first page of a document
Just on a last page of a document – add signature just on a last page of a document
On current page – add signature on current page
Show signature clause – shows signature clause along with a facsimile
Remove – removes facsimile

When you have chosen desired options and placed the image click on OK in bar at the bottom of a page to complete adding facsimile image to a document.

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