ELECTRONIC SIGNATURE CAPTURE Electronic Signature Capture Page 1 of 9
TABLE OF CONTENTS Introduction...3 E-Signature Capture...3 Electronic Signature Capture in Outcomes...4 Outcome Summary Tab...4 Capture a Signature...4 Send an Email Copy to Person...5 Save a Copy of the Signed Contract to the Files Tab...7 Administrator Setup for E-Signature Capture...9 User Roles...9 Electronic Signature Capture Page 2 of 9
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 updates as they exist for the different versions of PetPoint is shown below. Administrators may determine which option they currently have set up in their database by going to Admin Options > Add/Edit Company Info > Version. Name of Update Description Where is the change? Version/Suite E-Signature Capture on Outcome Contracts Use your tablet, mobile device, touch screen monitor, or signature capture hardware to sign electronic copies of an outcome contract. All Outcomes Advanced Productivity / File Storage & E-Signature Capture Email the Signed Outcome Contract Have PetPoint email a copy of the Outcome Contract, with the signature present, to the Person attached to the Outcome. All Outcomes Advanced Productivity / File Storage & E-Signature Capture File Storage of Signed Outcome Contracts Store a copy of a Signed Outcome Contract on the Files tab of an outcome. All Outcomes Advanced Productivity / File Storage & E-Signature Capture 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 outcome contract*, email a copy of the signed contract to the person, and store a copy of the signed contract on the outcome record. * Note: Does not apply to Custom Contracts created using the Enterprise Builders. Electronic Signature Capture Page 3 of 9
ELECTRONIC SIGNATURE CAPTURE IN OUTCOMES OUTCOME SUMMARY TAB The current functionality allows for Electronic Signatures to be captured only during outcome, from PetPoint created Contract Text. The Contract button can be found on the Summary tab of any outcome, new or existing. CAPTURE A SIGNATURE To capture an adopter s or other person s signature for the outcome 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 adopter 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 your finger or 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. Electronic Signature Capture Page 4 of 9
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 outcome. SEND AN EMAIL COPY TO PERSON Once the contract is generated with the captured signature, it can be emailed to the Person in.pdf form. Electronic Signature Capture Page 5 of 9
The Person record must have an email address listed on the express or contacts tab. In addition, they must not have opted out of email communication from PetPoint, which can also be updated on the contacts tab. Once the Email button has been clicked, the confirmation screen will appear. The email will be sent immediately upon clicking the Send button. A red message will show in the contract window to confirm the email has been sent. Electronic Signature Capture Page 6 of 9
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 Outcome Contract. Files that are generated by saving the contract cannot be set to View On the Person or Animal Files tab, only on the Outcome 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 Outcome records may select the file and edit the File Name, File Type, File Subtype, or Expiration Date, and save the changes by 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 Page 7 of 9
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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 an outcome 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 outcome type. A user must also have access to the Outcome operations through their assigned Advanced Modular Security role. Their level of access to Outcomes - user, power user, or manager - will determine if they are able to only add, add & edit, or add, edit, and delete files on the Outcome Files tab. Electronic Signature Capture Page 9 of 9