Electronic signature

Prerequisites

For 21 CFR Part 11 compliance, Maintenance Connection supports electronic signatures on work orders to authenticate status changes. If you are an administrator, you can add electronic signatures to these existing workflows.

• Work Order Complete/Finalize/Close.

• Work Order Approvals.

• Purchase Order Approvals.

• Procedure Approvals.

The user experience is the same regardless of the workflow.

Configure approvals for work orders

1. Click Tools > Preferences.

2. In the Module/Category pane, click Work Order.

3. Scroll to, and click Approval: Print Approval section on Work Orders?

4. Select the Current Value:

   • Do Not Show Approvals: No approval.

   • Enhanced Approval: Require electronic signature.

   • Static Approval: Approval required.

5. Click Apply.

Configure electronic signature

You can configure electronic signatures in the preferences if you have access groups rights to edit preferences.

1. Click Tools > Preferences.

2. In the Module/Category pane, click Electronic Signature.

3. Under Procedure - Electronic Signature, Purchase Order - Electronic Signature and Work Order - Electronic Signature sections, change the value to Yes for each process that you want to require an electronic signature for:

   1. Click the process.

   2. Select Yes.

   3. Click Apply.

4. To require electronic signature for a single WO Type:
   1. Click Require Electronic Signature by WO Type process.
   2. Choose the work order type you want in Current Value.
   3. Click Apply.
5. To require electronic signature for multiple WO Types:
   1. Click the Require Electronic Signature by WO Type process.
   2. In Current Value, choose Select Multiple....
   3. In Available, select the WO Types you want.
   4. Click > to move items you want to Selected then click Apply.
   5. Click Apply in the Set Preference dialog.

6. Set the disclaimer text that will appear to users when they sign electronically:

   1. Click Electronic Signature Disclaimer under General

   2. Enter the text you want.

   3. Click Apply.

7. Configure the reasons signers can enter for their signature:

   1. Click Tools > System > Lookup Table Manager.

   2. Scroll to the Signature Reasons.

   3. Edit the Lookup Table values for:

      • Signature Reasons for Purchase Order.

      • Signature Reasons for Work Order Approval.

      • Signature Reasons for Work Order Close.

      • Signature Reasons for Work Order Complete.

      • Signature Reasons for Work Order Finalize.

      • Signature reasons for Procedure Approval.

Electronically sign

Once electronic signature is required for a process step, all future records governed by that process step require electronic signature. Only Work Orders prior to Issue status will adhere to a change in preferences.

When you attempt an action that requires a signature, the Electronic Signature Required window opens with a Disclaimer configured by your Administrator.

1. Select the Reason for signing.

   The reasons listed are configured by your Administrator. If none of the reasons match your reason for signing, select Other.

2. If required, enter a Comment.

   If you chose Other, you must enter a comment.

3. Click Apply.

4. If a message appears indicating that you must sign in again to confirm your permission, click OK.

5. Enter your Central Authentication v3 (CAV3) credentials.

6. Click Sign In.

Audit Trail

Electronic signature data is captured in Audit Trail for:

• Work Order tabs:

  • History

    Report: Both Work Order and Work Order Statement sub-tabs for printing. The Electronic Signature section only displays when there is Electronic Signature data.

• Purchase Order tabs:

  • Attach

  • Report: The Electronic Signature section only displays when there is Electronic Signature data.