Signing records

Upon changing the status of a record that has been defined as requiring an electronic signature, the system prompts you to enter a user ID, password, and reason for the signature. The user ID and password are the same ID and password used to enter the system; however, any person with a valid user ID and password can sign electronic records, even if they are not physically logged in to the system. After verification of the user information, the system takes a snapshot of the record and stores it in the database. If you update multiple records at one time, the system prompts you for a signature for every record.

Open any form requiring electronic signatures for status changes.
Query for the record for which to change the status. Status changes can include record insertion, deletions, or any specific change as defined on the eRecords Setup form.
Change the status of the selected record, and then click Save Record.
Specify this information:

User ID

Specify the user ID.

Password

Specify the password associated with the user ID.

Signature Type

Specify the reason for the electronic signature, e.g., review, approval, etc. Define signature types for the ESTP entity on the System Codes form.

Certification Number

Specify the unique certification number for the eSignature.

Certification Type

Modify the certification type as necessary.
Note: The FAAMOD installation parameter determines whether you are required to enter a certification number and certification type for electronic signatures. If FAAMOD is set to ON, the system displays Certification Number and Certification Type on the eSignature pop-up window, and you must enter a valid certification number and type to sign the record. The system automatically populates Certification Type based on the selected Certification Number. Certification numbers and types are associated with employee records on the Qualifications tab of the Employees form. The Qualifications tab is not available in HxGN EAM for SQL Server.
The system only displays certification numbers and types that are associated with training records for which the employee is currently qualified in the lookups for Certification Number and Certification Type.

Additionally, the system associates certification numbers and types with employees based on the user group of the employee on the Employees form. Therefore, if FAAMOD is set to ON, you must select a User for each employee who is required to enter a certification number and type when signing electronic records.
Click OK.

Note: If you click Cancel, the form is closed and changes are not recorded.
The system does not allow changes to the record without entering an electronic signature. Further, if you enter an invalid or expired ID and password, or if you do not enter a valid certification number and type if applicable, or if you do not have status change authorization, the system records an access violation and the electronic signature will not be recorded. If the number of unsuccessful signature attempts exceeds the number specified in the SECUVIOL installation parameter, the system locks the user. Contact your System Administrator to unlock users.