ELECTRONIC SIGNATURE CAPTURE & FILE STORAGE ON INTAKES

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1 ELECTRONIC SIGNATURE CAPTURE & FILE STORAGE ON INTAKES Electronic Signature Capture & File Storage on Intakes Page 1 of 15

2 TABLE OF CONTENTS Introduction...3 E-Signature Capture...4 Electronic Signature Capture in Intakes...4 Intake Summary Tab...4 Capture a Signature...4 Send an Copy to Person...6 Save a Copy of the Signed Contract to the Files Tab...7 Administrator Setup for E-Signature Capture...9 User Roles...9 File Storage File Storage In Operations The Files Tab Add a New File View On Animal and/or Person Files Added to Multi Animal Intake Operation Records Edit an Existing File Access Existing Files Administrator Setup for File Storage User Roles Electronic Signature Capture & File Storage on Intakes Page 2 of 15

3 INTRODUCTION As part of an upcoming deployment, PetPoint will release the changes and enhancements to your database that are outlined in this document. The Advanced Productivity, E-Signature Capture and File Storage features are a part of the paid for add-on suites available to all PetPoint organizations. A chart outlining the E-Signature Capture & File Storage updates as they exist for the different versions of PetPoint is shown below. Name of Update Description Where is the change? Version/Suite E-Signature Capture on Intake Contracts Use your tablet, mobile device, touch screen monitor, or signature capture hardware to sign electronic copies of an intake contract. All Intakes Advanced Productivity / File Storage & E-Signature Capture the Signed Intake Contract Have PetPoint a copy of the Intake Contract, with the signature present, to the Person attached to the Intake. All Intakes Advanced Productivity / File Storage & E-Signature Capture File Storage of Signed Intake Contracts Store a copy of a Signed Intake Contract on the Files tab of an intake. All Intakes Advanced Productivity / File Storage & E-Signature Capture File Storage on Intake Operations This option allows for the upload of documents, files, and images to Intake Operation records in your PetPoint database. You may later access and download these files via the cloud. All Intakes Advanced Productivity / File Storage Attach Files to Animal and Person Records from the Operation This option allows you to attach a file uploaded via the Intake Files tab to either the Animal Record or Records, the Person Record, or both. You may later access and download these files via the Files tab on the Animal or Person record, and allow read only access to the files to those that do not have access to the Intake. All Intakes Advanced Productivity / File Storage Electronic Signature Capture & File Storage on Intakes Page 3 of 15

4 E-SIGNATURE CAPTURE This new feature allows PetPoint organizations to harness Electronic Signature Capture, or E-Signature capabilities to capture a person s signature on an intake contract*, a copy of the signed contract to the person, and store a copy of the signed contract on the intake record. * Note: Does not apply to Custom Contracts created using the Enterprise Builders. ELECTRONIC SIGNATURE CAPTURE IN INTAKES INTAKE SUMMARY TAB The current functionality allows for Electronic Signatures to be captured during intake and outcome operations, from PetPoint created Contract Text. The Contract button can be found on the Summary tab of any intake or outcome, new or existing. CAPTURE A SIGNATURE To capture a previous owner, or another person s signature for the contract, click the Contract button. Options are available to add signatures to contracts for both devices that have signature capture capabilities through a touch screen interface, such as tablets, and those that have signature capture hardware attached, where the person or agency member can sign with a stylus or their finger. When a contract window is opened on a touch screen device, the Electronic Signature functionality will appear at the bottom, underneath any contract text you have created and added to this contract. Simply tap a finger or Electronic Signature Capture & File Storage on Intakes Page 4 of 15

5 a stylus in the empty box and sign, then click the Save button. A Clear button is available if the signature that was originally captured needs to be erased so that you can start over. Once Save is clicked, the Electronic Signature will appear, along with a Signature label, at the bottom of the contract. This action also saves the contract to the Files tab of the intake. SPECIAL NOTICE: The contract, when linked to the E-Signature feature, will appear like reports on the reports website. Print controls are moved to the top of the screen. You may also see the Loading message, and some reports may print on more pages than before. Update your settings on Add/Edit Contract Text. Electronic Signature Capture & File Storage on Intakes Page 5 of 15

6 SEND AN COPY TO PERSON Once the contract is generated with the captured signature, it can be ed to the Person in.pdf form. The Person record must have an address listed on the express or contacts tab. In addition, they must not have opted out of communication from PetPoint, which can also be updated on the contacts tab. Once the button has been clicked, the confirmation screen will appear. The will be sent immediately upon clicking the Send button. A red message will show in the contract window to confirm the has been sent. Electronic Signature Capture & File Storage on Intakes Page 6 of 15

7 SAVE A COPY OF THE SIGNED CONTRACT TO THE FILES TAB The Files tab, which is available to any organization who has signed up for the File Storage add on in PetPoint (required with Electronic Signature Capture), will automatically save a copy of the contract with the captured signature on it. This helps your organization save paper and ink, as well as time, by having the electronic copy stored and available to access any time it is needed. Files are saved at the same time as the Save button is clicked to save the captured signature. The File Type will be set to Previous / Current Owner, and the subtype is Signed Intake Contract. Files that are generated by saving the contract cannot be set to View On the Person or Animal Files tab, only on the Intake Files tab. Users who are able to see the Files tab can access and download the contract by first selecting the File #, then clicking the Download button, as shown below. Users who have permissions to edit Files on Intake records may select the file and edit the File Name, File Type, File Subtype, or Expiration Date, and save the changes by Electronic Signature Capture & File Storage on Intakes Page 7 of 15

8 clicking Update. Users who are able to delete from the Files tab are able to delete the contract by clicking the blue delete link. Electronic Signature Capture & File Storage on Intakes Page 8 of 15

9 ADMINISTRATOR SETUP FOR E-SIGNATURE CAPTURE USER ROLES Administrators will need to add a new User Role to any user who needs the ability to generate a contract using E-Signature Capture. Electronic Signature access is a Specialty User Role. Therefore, a number of user roles may affect a user s ability to use the functionality. The user must have the Electronic Signature user role in order to see the Signature Capture functionality on any contract. A user who has been given the File Storage Access user role will have access to see the Files tab on all screens where it is present, as long as they have permission to access that specific operation type. A user must also have access to the Intake operations through their assigned Advanced Modular Security role. Their level of access to Intakes - user, power user, or manager - will determine if they are able to only add, add & edit, or add, edit, and delete files on the Intake Files tab. Electronic Signature Capture & File Storage on Intakes Page 9 of 15

10 FILE STORAGE File Storage options have been added to the Intake Operation screens. The File Storage options on operations are in some ways different than the Files tab on Person, Animal, or Agency entities. FILE STORAGE IN OPERATIONS THE FILES TAB The Files tab is available after submitting the intake record in PetPoint. This is the place to upload any file that is a part of the intake operation. ADD A NEW FILE You may add a new file any time after the Operation is submitted. If you need to return to the Intake Files tab, you may do so through the Search/Edit Intake screen. To add a new file, enter a File Display Name. Category will display automatically, and match the record in which the file is associated in this case it will show as Intake. View On should be set either to --Select-- or to the Animal and Person combination on which you would like this file to also be accessible, more information on these options is found below. Next, select the File Type, then select from the available File Subtypes. An Expiration Date may be entered; expired files will still be available but may be filtered out of the list seen in the results grid of the Files tab. Select the file by clicking Browse then locate it on your computer. Then click the Add button to attach the file to the record. Electronic Signature Capture & File Storage on Intakes Page 10 of 15

11 VIEW ON ANIMAL AND/OR PERSON You may select from the optional the View On drop down if the file should be visible on an entity (Animal and/or Person record) attached to the Intake Operation. If no selection is made here, the File will be visible only on the Operation. If you select Animal or Person the file will also be viewable on the Files tab of the Animal or Person record and on the Animal View Report or the Person View Report. This means, if a record is linked to a Person or Animal, and the user does not have access to view the Intake module (therefore cannot access the Files tab on the Operation), the user may still view the file as long as they have access to the Animal or Person screens. A complete review of the user roles and how they affect the ability to view files is found at the end of this document. FILES ADDED TO MULTI ANIMAL INTAKE OPERATION RECORDS Electronic Signature Capture & File Storage on Intakes Page 11 of 15

12 When working with multi animal records, the default setting is for the file to be attached to all animals on the operation when Animal or Animal and Person is selected in the View On drop down menu. If the file should be linked only to one, or to a smaller group of animals on the operation, use the check boxes at the top of the screen to select only those animals that you wish it to be linked to. Click Apply Selection, and when you Add the file, it will only appear on the Files tab for those animals that you have selected. When the file is linked to multiple entities on the Operation, whether animals or persons, you will notice there are additional rows in the Files grid at the bottom of the tab. A link to the file for each entity will display, and any edits that you make will apply to all links on all entities. FILE ATTRIBUTES The maximum file size is 4 MB. The number of files that can be uploaded is limited to 250. File Types not allowed are:.exe An executable program file. Most of the applications running on Windows are.exe files..pif A program information file for MS-DOS programs. While.PIF files aren t supposed to contain executable code, Windows will treat.pifs the same as.exe files if they contain executable code..application An application installer deployed with Microsoft s ClickOnce technology..gadget A gadget file for the Windows desktop gadget technology introduced in Windows Vista..MSI A Microsoft installer file. These install other applications on your computer, although applications can also be installed by.exe files..msp A Windows installer patch file. Used to patch applications deployed with.msi files..com The original type of program used by MS-DOS..SCR A Windows screen saver. Windows screen savers can contain executable code..hta An HTML application. Unlike HTML applications run in browsers,.hta files are run as trusted applications without sandboxing..cpl A Control Panel file. All of the utilities found in the Windows Control Panel are.cpl files..msc A Microsoft Management Console file. Applications such as the group policy editor and disk management tool are.msc files..jar.jar files contain executable Java code. If you have the Java runtime installed,.jar files will be run as programs. Electronic Signature Capture & File Storage on Intakes Page 12 of 15

13 EDIT AN EXISTING FILE Existing files are shown in the grid at the bottom of the tab. For Files uploaded through Operations, file information can only be edited on the Operation Files tab. Select a file by clicking the File #. Then you may update the File Display Name, File Type or Subtype or Expiration Date. The View On selection cannot be edited or updated. You may also download the file by clicking the Download button. Click Update to save your changes. Click Clear to close the record without saving any changes. EXISTING FILES FILTER A filter is available which allows you to manage which files are shown in the grid at the bottom of the page. You can hide files from view that are past their Expiration Date. Just uncheck the Include Expired Files checkbox and then click Apply. Expired files are still accessible, and will be until they are manually deleted by a Manager or Administrator. Columns in the grid are click to sort. Ten files per page will show, but you may show more per page if you select from the drop down list in the bottom left corner. To delete a file, click the Delete link in the grid. ACCESS EXISTING FILES There are several ways to access existing files. On an intake operation record, click to navigate to the Files Tab. Select the file by clicking on the File #, and then click the Download button to save the file to your local computer. To open the file, the computer you are using must have the program required for that file type. Electronic Signature Capture & File Storage on Intakes Page 13 of 15

14 You may also download and save files from the Animal or Person Record, or the Animal and Person View Report, if you have user roles that provide you with access to those screens. Click the File # to download the file to your computer. ADMINISTRATOR SETUP FOR FILE STORAGE USER ROLES Secure access to view and edit files is an important feature of the File Storage enhancements. Therefore, a number of user roles may affect a user s ability to use the File Storage module. Electronic Signature Capture & File Storage on Intakes Page 14 of 15

15 Electronic Signature Capture & File Storage on Intakes Page 15 of 15

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