e-signlive for LotusLive Silanis Online e-signature Services e-signdoc User Guide Connect. Collaborate. Close.

Transcription

1 Silanis Online e-signature Services e-signdoc Connect. Collaborate. Close. April 13, 2010

2 Information in this document is subject to change without notice, and does not represent a commitment on the part of Silanis Technology Inc. The online services described in this document are subject to the terms of use. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information and retrieval systems, for any purpose other than the subscriber's personal use, without express written permission of Silanis Technology Inc. Protected by US patents 5,606,609; 6,751,632; 6,912,660; 6,931,420; 7,340,608; Canadian patent 2,340,780; and European patents ; ; ; ; ; Australian patents ; Other patents pending in the US, Canada, Europe, and other countries. THE CONTENT PUBLISHED HEREIN COULD INCLUDE TECHNICAL INACCURACIES, FUNCTIONAL INACCURACIES, OR TYPOGRAPHICAL ERRORS. SILANIS TECHNOLOGY RESERVES THE RIGHT TO CHANGE ANY AND ALL INFORMATION CONTAINED HEREIN AT ANY TIME WITHOUT NOTICE Silanis Technology Inc., All Rights Reserved ii

3 Table of Contents 1 Introduction 1 2 e-signlive Overview 2 3 e-signlive Service Designer 3 4 Using e-signdoc Preparing a Document for e-signing Signing a Document 6 5 Secure Electronic Evidence Secure e-signed PDF Document 8 6 Resources for You 9 7 Silanis Contacts Silanis Technology Inc., All Rights Reserved iii

4 1 Introduction e-signlive for LotusLive is the Silanis online e-signature services offering for IBM LotusLive. e-signlive includes two Silanis services: e-signdoc and e-signroom. e- SignDoc is currently in production and e-signroom is in the final Beta stage. This tells you how to use the e-signdoc service Silanis Technology Inc., All Rights Reserved 1

5 2 e-signlive Overview e-signlive allows you to electronically review, modify, and sign documents in a secure, compliant, and collaborative environment hosted on the IBM LotusLive cloud. The e- SignLive offering consists of two services: e-signdoc and e-signroom. Use these services in conjunction with the e-signlive Service Designer to graphically define who signs where on each document. e-signdoc integrates with LotusLive Files and allows multiple LotusLive subscribers to sign an IBM Lotus Symphony, Adobe PDF, or Microsoft Word document. The resulting secure e-signed PDF document is stored in the LotusLive Files repository, and includes an embedded e-signature audit trail that attests to its authenticity and validity. e-signdoc works with LotusLive Engage and LotusLive Connections. e-signroom integrates with LotusLive Activities and extends the capabilities of e-signdoc to allow multiple LotusLive subscribers to e-sign multiple documents. In addition to the secure audit trail that is embedded in each e-signed PDF document, e-signroom maintains additional Electronic Evidence of the e-signing process, providing you with added benefit for legal and audit purposes. Use the e-signroom dashboard to track and monitor your pending and completed e-signrooms. e-signroom works with LotusLive Engage and LotusLive Connections. To use e-signlive, you need only a Web browser. You are not required to download or install any browser plug-in or third-party software (such as Adobe Reader or Acrobat) for signing. e-signlive currently supports Firefox 3.5 and above and Internet Explorer 7 and above Silanis Technology Inc., All Rights Reserved 2

6 3 e-signlive Service Designer The e-signlive Service Designer allows you to define who signs where by graphically adding, removing, or modifying the placement of the signature blocks in a document. The interface is largely identical for both services; where applicable, differences are explicitly noted in this guide. The e-signlive Service Designer distinguishes two types of signature blocks: Signature: Once signed, the block displays e-signed by Signer Name on timestamp, where timestamp specifies the date and time of signing. Initials: Once signed, the block displays the signer s initials (for example, S. N. ). For convenience, this guide refers to both types of blocks as signature blocks. The e-signlive Service Designer allows the person who is preparing the document for e- signing (the document owner) to: Select a Signer. You can select a signer from the Signer dropdown list in the toolbar. The Signer dropdown list displays the names and addresses of all those who are sharing the document with Author access. The information in the Signer dropdown list is retrieved from LotusLive Contacts. Position a Signature. Once you have selected a signer from the Signer dropdown list, you can position a signature by dragging either the Signature or Initial boxes from the toolbar to the desired location in the document. You can resize the signature block or adjust its location as needed. Repeat this step for each signature block you want to assign to the selected signer. To create a signature block for a new signer, select a new signer from the Signer dropdown list and repeat this step. Delete a Signature Block. To delete a signature block, click the x at the top right of the block. Alternately, select the block and press the Delete button on your keyboard. Save Changes to the Document. Once you have finished preparing your document, you can save your changes by clicking Save in the toolbar. A document may be edited multiple times if no signature blocks have been signed. Begin Signing Immediately. As the owner of the document, you can begin signing immediately by clicking Start Signing in the toolbar Silanis Technology Inc., All Rights Reserved 3

7 Exit the e-signlive Service Designer. Click Exit in the toolbar to exit the e- SignLive Service Designer. You will be returned to LotusLive Files Silanis Technology Inc., All Rights Reserved 4

8 4 Using e-signdoc e-signdoc for LotusLive allows you to electronically sign individual documents in LotusLive Files, one document at a time. Note: To access the Silanis e-signdoc service, the administrator of your LotusLive organization first needs to enable it in the Integrated Apps section of the LotusLive Administration Panel. e-signdoc supports signing documents of the following formats: IBM Lotus Symphony (Open Document Text, or ODT) Adobe PDF (PDF version 1.4, Acrobat 5 and above) Microsoft Word (MS Office 2003 and above) e-signdoc automatically converts Symphony and Word documents to PDF prior to e- signing. 4.1 Preparing a Document for e-signing To prepare a document for e-signing, you must be the owner of that document. If you are not the document s owner, e-signdoc will display an error message when you attempt to prepare it. To prepare a document for e-signing: 1. Select the Document. From LotusLive My Files, locate the document that you want to prepare for e-signing and share it with all signers, assigning each signer Author access. You can refer to the LotusLive resources at the end of this guide for information on using LotusLive My Files. Note: Users you collaborate with do not necessarily need to be LotusLive subscribers. You can include users who are not LotusLive subscribers in your signing ceremony by inviting them using LotusLive s guest account functionality. Once they are added to your LotusLive Contacts, they can participate in e-signing. Consult LotusLive documentation for more information. 2. Add Signatures. In your My Files repository, select the document to prepare and Silanis Technology Inc., All Rights Reserved 5

9 then select Add Signatures from the File Actions menu. e-signdoc loads the document in the e-signlive Service Designer so you can graphically define who signs where. For each signer, select the signer s name from the Signer drop-down list and position one or more signature blocks for that signer, following the procedure outlined in the e-signlive Service Designer section. 3. Do one of the following: Save and Exit. To save the document and exit the e-signlive Service Designer, click Save and then Exit. You will be returned to LotusLive Files. Begin Signing. To begin signing immediately, click Start Signing. The e- SignDoc Signing Ceremony will begin. You can edit an unsigned document s signatures in the e-signlive Service Designer at any time. You may change the placement of the signatures, modify the assignment of signatures to signers, and remove signatures. You can also add additional signers by sharing the document with the new signers, assigning each Author access in LotusLive Files. The e- SignLive Service Designer will automatically update the Signer drop-down list with the new signers that you have added. To edit a document s signatures, select the document in your My Files repository and then select Add Signatures from the File Actions menu. e-signdoc loads the document in the e- SignLive Service Designer. Note: You cannot edit a document s signatures once a signature has been applied to it. If you select Add Signatures for a document that has been signed, e-signdoc will display an error message. 4.2 Signing a Document Each of the LotusLive subscribers with whom a prepared document has been shared can e- sign that document. If you are the document owner, the document will appear in your My Files list; otherwise, it will appear in your Files Shared With Me list. To sign a document, select Sign Document from the File Actions menu in LotusLive Files. e- SignDoc will load the document and begin the e-signdoc Signing Ceremony. Note: If you select Sign Document for a document that has not been prepared for signing, e-signdoc will display an error message Silanis Technology Inc., All Rights Reserved 6

10 Note: If you are the document owner, you can start signing the document once you have finished preparing it for signing. To do so, click Start Signing from within the e-signlive Service Designer. The e-signdoc Signing Ceremony begins immediately. The e-signdoc Signing Ceremony consists of three easy steps: 1. Review. Review your document before signing. Each of your signature blocks is highlighted with a yellow arrow resembling a sticky tab and a prompt that reads either Click Here to Sign to apply your signature or Click Here to Initial to apply your initials. You can see e-signatures applied by prior signers but only your signatures are highlighted. 2. Sign. When you are ready to sign, click a signature block to approve it. The prompt changes from yellow to green and the caption changes to Signed by Signer Name or Initialed by Signer Name. This confirms that you have correctly applied your signature and that your signature has been accepted. More importantly, this also captures your consent and intent to sign the document in compliance with e- signature law requirements. Repeat this step for all your signature blocks. 3. Submit. Once you have signed in all required locations, submit the signed document by clicking Submit. The system securely signs the document and subsequent signers and viewers of the document will see your e-signatures applied to it. The system returns you to LotusLive Files. Note: When the last signer submits the signed document, the e-signed PDF document is finalized and distributed to the LotusLive Files repository of each signer. Each signer receives an notification stating that the final e-signed version of the document is available for download. All e-signed documents are in PDF format. You may also choose to exit the Signing Ceremony and return later to complete signing. To return to LotusLive Files without submitting your document, click Back. Note: e-signdoc maintains the approval state of your signature blocks. When you restart a Signing Ceremony, you are not required to sign any blocks that you have already signed in previous sessions Silanis Technology Inc., All Rights Reserved 7

11 5 Secure Electronic Evidence The process of signing documents electronically must meet the requirements mandated by applicable laws, including E-SIGN and UETA. The resulting e-signed documents must be secure. e-signlive generates two types of secure Electronic Evidence. Secure e-signed PDF Document Secure Process Signature These are described in the following sections. 5.1 Secure e-signed PDF Document The e-signdoc service produces e-signed PDF documents that are secured using standardsbased cryptographic digital signature technology. Each e-signed PDF document represents the Electronic Evidence that is the outcome of an e-signlive Signing Ceremony. Any change to an e-signed PDF document is detected, rendering the signed document invalid. An e-signed PDF document embeds a secure audit trail attesting to the authenticity and validity of the signed document. This secure audit trail can be viewed using simply Adobe Reader or Acrobat. e-signed PDF documents are stored in LotusLive Files and can be downloaded by all participants Silanis Technology Inc., All Rights Reserved 8

12 6 Resources for You The following Web resources provide additional information about IBM LotusLive. IBM LotusLive Engage Wiki LotusLive Support LotusLive Demonstrations LotusLive Engage Video Guide LotusLive Online Demos LotusLive Engage and Connections Overview LotusLive Engage Datasheet LotusLive Connections Datasheet Silanis Technology Inc., All Rights Reserved 9

13 7 Silanis Contacts For additional information about e-signlive, please visit For assistance, please contact our Customer Advocates Team at or call SILANIS ( ) Silanis Technology Inc., All Rights Reserved 10