Online Documentation. Version 5.1.1

Transcription

1 Online Documentation Version 5.1.1

2 Table of Contents Table of Contents... 1 Introduction... 2 INDORSE CLOUD Features Overview... 2 How to Get the IdentityGuard Security Code... 3 Signature and Seal Enrollment... 5 How to Enroll a Signature... 5 Start a Signature Enrollment Approval Workflow (Requester)... 6 How to Approve a Signature Enrollment Request (Approver) How to Add a Seal How to Enroll a Seal Start a Seal Enrollment Approval Workflow (Requester) How to Approve a Seal Enrollment Request (Approver) Annotate and Sign a Document How to Annotate a Document How to Sign a Document Sign Folder Seal and Endorse a Document How to Seal a Document Seal Folder How to Endorse a Document Endorse Folder Lock and Unlock a Document Lock a Document Unlock a Document Table of Contents InDorse Cloud

3 Introduction Before reading this online documentation we recommend that you review the features of Alfresco content management software tutorial Alfresco Tutorial. INDORSE CLOUD software is built on Alfresco software. This online documentation is designed to provide users a straight forward documentation and help topics on how to use the features of INDORSE CLOUD software. The content includes step-by-step instructions of functionality and graphics. If you have questions on the features, please contact the InDorse administrator for assistance. INDORSE CLOUD Features Overview The INDORSE CLOUD Content Management Solution added features to boost the efficiency of processes and ensures content security compliance. The features include document (a) Annotation, (b) Signature, (c) Seal, (d) Endorse functionality, (e) Document Locking, and (f) Document Unlocking. The application is secured by Entrust IdentityGuard Authentication system. The sophisticated security system enhances users compliance ensuring total safety and confidentiality of the contents. 2 Introduction InDorse Cloud

4 How to Get the IdentityGuard Security Code Download and Install Entrust Identity Guard from the shared files in INDORSE CLOUD or Download and Install on your Mobile from your Mobile store. The IdentityGuard Security Code is used to authenticate the user s identity using a 4-digit PIN. The code is a pre-requisite when enrolling and approving a signature or seal, annotating, signing or adding a seal to a document. Most of the features that involves changes and acknowledging important contents will require the security code. This feature indicates the sophisticated security measure of the InDorse application. 1. From your local device, open the Entrust IdentityGuard application. a. The Entrust IdentityGuard application opens. 2. Enter your 4-digit Entrust IdentityGuard Pin. 3. If it is the first time you use the system, Identity Guard Authentication will ask you to register your Identity Guard Token in your Mobile or your Computer please follow the help in Identity Guard user manual. 4. In the Entrust IdentityGuard menu, click INDORSE Cloud. a. The INDORSE Cloud Security Code generates a Security code. 3 How to Get the IdentityGuard Security Code InDorse Cloud

5 5. Click the Copy icon on the INDORSE Cloud application. 6. Paste the generated code in the Identity Guard Authentication window. 7. Click Save. a. The application will let you proceed with the process. 4 How to Get the IdentityGuard Security Code InDorse Cloud

6 Signature and Seal Enrollment How to Enroll a Signature 1. Select the Enrollment Folder. a. The Enrollment Folder opens. 2. On the Enrollment Folder, click the file name of the Signature.pdf. a. The Signature.pdf opens. 3. In the Document Actions menu, click Enroll to enroll a signature. a. The Identity Guard Authentication window appears. b. If it is the first time you use the system, Identity Guard Authentication will ask you to register your Identity Guard Token in your Mobile or your Computer please follow the help in Identity Guard user manual. c. If you have a Microsoft pen and tablet you can download and install INDORSE Plugin from INDORSE CLOUD shared files. 4. Initiate IdentityGuard Authentication. See How to Get the IdentityGuard Security Code. a. After successful authentication, the InDorse application will let you enter 3 Signature Specimen. 5. Select a color to use from the Color menu. Use the Size slider to zoom in or out. 6. In the Signature 1 box, enter a signature to enroll. 5 Signature and Seal Enrollment InDorse Cloud

7 7. Enter the signature in the Signature 2 box. 8. Enter the signature in the Signature 3 box. 9. Click Save. a. The Signature enrollment is successful and will be approved by the appropriate user. Start a Signature Enrollment Approval Workflow (Requester) 1. On the Top Toolbar, click My Files to locate the Signature file that needs approval. 2. Select the Enrollment folder. 6 Signature and Seal Enrollment InDorse Cloud

8 3. Locate and select the Signature file. a. The selected file opens. 4. In the Document Actions menu, click Start Workflow for Approval to Company Approver or to a. The Start Workflow page opens. 7 Signature and Seal Enrollment InDorse Cloud

9 5. In the Workflow field, click the drop down arrow to select a workflow. a. The Workflow drop down menu appears. 6. Select New Task. a. The New Task Workflow opens. 7. Specify the Workflow details. 8. In the Message field, enter a message or a note for the approver. 8 Signature and Seal Enrollment InDorse Cloud

10 9. In the Due field, click the Calendar icon to set a due date (optional). 10. In the Priority field, click the drop down arrow to set the priority to (optional): a. Low b. Medium c. High 11. In the Assign To field, click the Select button to choose the assignee (approver). a. The Select assignee window appears. 12. In the Search bar, enter the initial or the approver s name. 13. Click Search. a. A list of relevant search results appears below. 9 Signature and Seal Enrollment InDorse Cloud

11 14. Select the approver s name by clicking the Plus (+) icon beside the name. a. The selected users will appear on the right side panel. 15. Click OK. a. The approver will be added. 16. In the Items section, ensure that the document(s) are attached. To add more, click Add and follow the process. 17. In the Other Options section, select the Send Notifications checkbox to enable sending notifications to the approver. 10 Signature and Seal Enrollment InDorse Cloud

12 18. Click Start Workflow. a. The Workflow will be initiated. 11 Signature and Seal Enrollment InDorse Cloud

13 How to Approve a Signature Enrollment Request (Approver) 1. Sign in to your InDorse account. 2. In the Home page, locate the My Tasks panel and select the Enrollment Request to approve. a. The selected Task opens. 3. In the Items panel, click the View More Actions option. a. The Signature file opens. 12 Signature and Seal Enrollment InDorse Cloud

14 4. In the Document Actions Menu, click Approve Enrollment Document. a. A confirmation will be displayed when the signatures are successfully approved. b. Note: once approved, the only option an approver has will be to move the request to Archive. Important Note: The Approver should mark the task as done to close the task after approving the enrolled signatures. To close the task, follow the instructions below: 1. On the Top Toolbar, click Tasks. a. The Tasks sub-menu expands. 2. Select My Tasks. a. The My Tasks page opens. 3. Select the task to be closed. a. The selected task opens. 13 Signature and Seal Enrollment InDorse Cloud

15 4. Click Task Done. a. The selected task will be moved to the Completed Tasks section. Note: The Requester can use the same method to close the task. 14 Signature and Seal Enrollment InDorse Cloud

16 How to Add a Seal 1. On the Top Toolbar, click My Files. a. The My Files page opens. 2. In the My Files page, select the Enrollment folder. a. The Enrollment folder opens. 3. On the Enrollment folder s toolbar, click Upload. a. The Upload Files to window opens. 15 Signature and Seal Enrollment InDorse Cloud

17 4. Click Select files to upload. a. The File Location window opens. 5. In the File Location window, locate and select the Seal to be uploaded INDORSE accepts PNG of size 100 x 100 or svg of size 300 x Click Open. a. The Seal will be uploaded. 16 Signature and Seal Enrollment InDorse Cloud

18 How to Enroll a Seal 1. On the Top Toolbar, click My Files to open the Seal. a. The My Files page opens. 2. Select the Enrollment Folder. a. The Enrollment Folder opens. 3. On the Enrollment Folder, click the uploaded Seal s file name type (png or svg). a. Open The Seal open. 17 Signature and Seal Enrollment InDorse Cloud

19 4. In the Document Actions menu, click Enroll Seal to enroll the selected seal. a. The Identity Guard Authentication window appears. 5. Initiate IdentityGuard Authentication. See How to Get the IdentityGuard Security Code. 6. If it is the first time you use the system, Identity Guard Authentication will ask you to register your Identity Guard Token in your Mobile or your Computer please follow the help in Identity Guard user manual. a. Note: if a Security Code was previously entered during the session, the IdentityGuard authentication will no longer appear. However, for newly logged in users, the authentication is necessary. 18 Signature and Seal Enrollment InDorse Cloud

20 Start a Seal Enrollment Approval Workflow (Requester) 1. On the Top Toolbar, click My Files to locate the Seal file that needs approval. 2. Select the Enrollment folder. 3. Locate and select the Seal file. a. The selected file opens. 19 Signature and Seal Enrollment InDorse Cloud

21 4. In the Document Actions menu, click Start Workflow. a. The Start Workflow page opens. 5. In the Workflow field, click the drop down arrow to select a workflow. a. The Workflow drop down menu appears. 6. Select New Task. a. The New Task Workflow opens. 7. Specify the Workflow details. 8. In the Message field, enter a message or a note for the approver. 9. In the Due field, click the Calendar icon to set a due date (optional). 20 Signature and Seal Enrollment InDorse Cloud

22 10. In the Priority field, click the drop down arrow to set the priority to (optional): a. Low b. Medium c. High 11. In the Assign To field, click the Select button to choose the assignee (approver). a. The Select assignee window appears. 12. In the Search bar, enter the initial or the approver s name. 13. Click Search. a. A list of relevant search results appears below. 14. Select the approver s name by clicking the Plus (+) icon beside the name. a. The selected users will appear on the right side panel. 15. Click OK. a. The approver will be added. 16. In the Items section, ensure that the document(s) are attached. To add more, click Add and follow the process. 21 Signature and Seal Enrollment InDorse Cloud

23 17. In the Other Options section, select the Send Notifications checkbox to enable sending notifications to the approver. 18. Click Start Workflow. a. The Workflow will be initiated. How to Approve a Seal Enrollment Request (Approver) 1. Sign in to your InDorse account. 22 Signature and Seal Enrollment InDorse Cloud

24 2. In the Home page, locate the My Tasks panel and select the Seal Enrollment Request to approve. a. The selected Task opens. 3. In the Items panel, click the View More Actions option. a. The Seal file opens. 4. In the Document Actions menu, click Approve Seal. a. A confirmation will be displayed when the seal is successfully approved. b. Note: once approved, the only option an approver has will be to move the request to Archive. 23 Signature and Seal Enrollment InDorse Cloud

25 Important Note: The Approver should mark the task as done to close the task after approving the enrolled signatures. To close the task, follow the instructions below: 1. On the Top Toolbar, click Tasks. a. The Tasks sub-menu expands. 2. Select My Tasks. a. The My Tasks page opens. 3. Select the task to be closed. a. The selected task opens. 4. Click Task Done. a. The selected task will be moved to the Completed Tasks section. 24 Signature and Seal Enrollment InDorse Cloud

26 Note: the Requester can use the same method to close the task. Annotate and Sign a Document How to Annotate a Document Note: Ensure that the document is not yet sealed or signed as the certification will be invalidated if the document already has both. 25 Annotate and Sign a Document InDorse Cloud

27 1. Select a File to annotate. 2. In this example, the file is located at the Vendors site. 3. On the Top Toolbar, click Sites. a. The Sites sub-menu opens. 4. Select Vendors. a. The Vendors page opens. 5. Select the file to annotate by clicking the File Name. a. The selected file opens. 6. In the Document Actions menu, click Annotate. a. The Identity Guard Authentication window appears. 7. Initiate IdentityGuard Authentication. See How to Get the IdentityGuard Security Code. a. Note: if a Security Code was previously entered during the session, the IdentityGuard authentication will no longer appear. However, for newly logged in users, the authentication is necessary. 26 Annotate and Sign a Document InDorse Cloud

28 b. The selected file will be ready for annotation. 8. Select a color to use from the Color menu. Use the Size slider to zoom in or out. 9. Write an annotation on the page. 10. Click Save. a. The selected file will be viewed as PDF. How to Sign a Document 1. Select a File to sign. 2. In this example, the file is located at the Vendors site. 3. On the Top Toolbar, click Sites. a. The Sites sub-menu opens. 27 Annotate and Sign a Document InDorse Cloud

29 4. Select Vendors. a. The Vendors page opens. 5. Select the file to annotate by clicking the File Name. a. The selected file opens. 6. In the Document Actions menu, click Sign. a. The Document Approval page opens. b. Note: if the session is already authenticated with IdentityGuard, the Authentication window will no longer prompt. 7. Select a color to use from the Color menu. Use the Size slider to zoom in or out. 28 Annotate and Sign a Document InDorse Cloud

30 8. Locate the Signature field and sign the document. 9. Click Save. a. A confirmation will appear that the document was successfully signed. 10. To verify if the document is correctly signed, click the View In Browser option from the Documents menu. a. The document will be opened in a PDF view with a note that it is Signed and all signatures are valid. 29 Annotate and Sign a Document InDorse Cloud

31 Sign Folder The Sign Folder option enables a user to sign a single document in a folder and automatically signs all similar documents on that folder. 1. Open the folder where the file is located. a. The selected folder opens. 2. Select a file to sign. a. The selected file opens. 3. In the Document Actions menu, click Sign Folder. a. The Document Approval page opens. b. Note: if the session is already authenticated with IdentityGuard, the Authentication window will no longer prompt. 4. Select a color to use from the Color menu. Use the Size slider to zoom in or out. 30 Annotate and Sign a Document InDorse Cloud

32 5. Locate the Signature field and sign the document. 6. Click Save. a. A confirmation will appear that the document was successfully signed. b. All similar files in the folder will be automatically signed. 31 Annotate and Sign a Document InDorse Cloud

33 Seal and Endorse a Document How to Seal a Document The Seal option allows multiple users (i.e. different departments, group of persons with authority) to sign or seal and sign a document before endorsing it. 1. Select a File to seal. 2. In this example, the file is located at the Invoices site. 3. On the Top Toolbar, click Sites. a. The Sites sub-menu opens. 4. Select Invoices. a. The Invoices page opens. 5. Select the file to seal by clicking the File Name. a. The selected file opens. 32 Seal and Endorse a Document InDorse Cloud

34 6. In the Document Actions menu, click Seal. a. The Authorization page opens. b. Note: if the session is already authenticated with IdentityGuard, the Authentication window will no longer prompt. 7. Place the Seal on the preferred area. 8. Click Save. a. A confirmation will appear that the document was successfully sealed. 33 Seal and Endorse a Document InDorse Cloud

35 Seal Folder The Seal Folder option enables a user to seal a single document in a folder and automatically seals all similar documents on that folder. 1. Open the folder where the file is located. a. The selected folder opens. 2. Select a file to seal. a. The selected file opens. 3. In the Document Actions menu, click Seal Folder. a. The Authorization page opens. b. Note: if the session is already authenticated with IdentityGuard, the Authentication window will no longer prompt. 4. Place the Seal on the preferred area. 34 Seal and Endorse a Document InDorse Cloud

36 5. Click Save. a. A confirmation will appear that the document was successfully sealed. b. All similar files in the folder will be automatically sealed. 35 Seal and Endorse a Document InDorse Cloud

37 How to Endorse a Document The Endorse option is the final action a user can do on a document. 1. Select a File to endorse. 2. In this example, the file is located at the Invoices site. 3. On the Top Toolbar, click Sites. a. The Sites sub-menu opens. 4. Select Invoices. a. The Invoices page opens. 5. Select the file to endorse by clicking the File Name. a. The selected file opens. 6. In the Document Actions menu, click Endorse. a. The Signers authorization page opens. b. Note: if the session is already authenticated with IdentityGuard, the Authentication window will no longer prompt. 36 Seal and Endorse a Document InDorse Cloud

38 7. Users have the option to endorse a document with or without a barcode. 8. Click the No Barcode/Barcode drop down arrow to select your preference. 9. Place the Seal on the preferred area. 10. Click Save. a. A confirmation will appear that the document was successfully endorsed 37 Seal and Endorse a Document InDorse Cloud

39 11. To verify the endorsement process, click View In Browser in the Document Actions menu. a. A certification will appear that the document is Signed and all signatures are valid. 38 Seal and Endorse a Document InDorse Cloud

40 Endorse Folder The Endorse Folder option enables a user to endorse a single document in a folder and automatically endorse all similar documents on that folder. 1. Open the folder where the file is located. a. The selected folder opens. 2. Select a file to endorse. a. The selected file opens. 3. In the Document Actions menu, click Endorse Folder. a. The Signers authorization page opens. b. Note: if the session is already authenticated with IdentityGuard, the Authentication window will no longer prompt. 4. Users have the option to endorse a document with or without a barcode. 5. Click the No Barcode/Barcode drop down arrow to select your preference. 39 Seal and Endorse a Document InDorse Cloud

41 6. Place the Seal on the preferred area. 7. Click Save. a. A confirmation will appear that the document was successfully endorsed 8. To verify the endorsement process, click View In Browser in the Document Actions menu. a. A certification will appear that the document is Signed and all signatures are valid. b. All similar files in the folder will be automatically endorsed. 40 Seal and Endorse a Document InDorse Cloud

42 Lock and Unlock a Document Lock a Document 1. Select a File to lock. 2. In this example, the file is located at the Vendors site. 3. On the Top Toolbar, click Vendors. a. The Vendors sub-menu opens. 4. Select Vendors. a. The Vendors page opens. 5. Select the file to endorse by clicking the File Name. a. The selected file opens. 6. In the Document Actions menu, click Lock. a. The Document Lock details page opens. 41 Lock and Unlock a Document InDorse Cloud

43 7. In the To* field, click Select. a. The Select window opens. 8. In the Search Bar, enter the authorized user s name or username. 9. Click Search. a. The relevant results will appear below. 10. Choose the authorized user and click Select. 11. In the Description* field, enter a description or a note. 12. In the Unlock date* field, click the Calendar icon to select the unlock date. 13. In the Unlock time* field, enter the unlock time. 14. Click Save. a. The selected file will be locked. 42 Lock and Unlock a Document InDorse Cloud

44 Unlock a Document 1. Select a File to unlock. 2. In this example, the file is located at the Vendors site. 3. On the Top Toolbar, click Vendors. a. The Vendors sub-menu opens. 4. Select Vendors. a. The Vendors page opens. 5. Select the file to endorse by clicking the File Name. a. The selected file opens. 6. In the Document Actions menu, click Unlock. a. The Identity Guard Authentication window appears. 7. Initiate IdentityGuard Authentication. See How to Get the IdentityGuard Security Code. a. Note: if a Security Code was previously entered during the session, the IdentityGuard authentication will no longer appear. However, for newly logged in users, the authentication is necessary. b. The document will be unlocked. 43 Lock and Unlock a Document InDorse Cloud