Online Documentation. Version 5.2

Transcription

1 Online Documentation Version 5.2

2 Table of Contents Table of Contents... 1 Introduction... 2 INDORSE CLOUD Features Overview... 3 Getting Started with INDORSE CLOUD... 3 Install and Register in Mobile App Soft-Token... 3 View Subscription Information... 8 Change Display Language... 8 Manage User Accounts (Only for Admin/Authorizer Account)... 8 Optional Biometric Signature and Seal Enrollment... 9 How to Enroll a Biometric Signature... 9 How to Enroll a Seal C. Start a Seal Enrollment Approval Workflow (By the user) D. How to Approve a Seal Enrollment Request (By the Authorizer/Approer) Annotate, Prepare and Sign a Document How to Annotate a Document How to Prepare 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 INDORSE CLOUD has two options for Digital Signing: 1. Without a biometric signature (Easiest Option): To use this option, you need to do the below steps: A. Register in INDORSE CLOUD B. Install and Enroll Soft-Token via Entrust Identity Guard Wizard. C. Upload any PDF file D. Click Sign and Place your predefined signature on the document E. Click Save F. In the Mobile Application (Soft Token) enter your Pin and confirm G. The document will be digitally signed. 2. With a biometric signature (This option requires e-pen and going through the documentation) To use this option, you need to do the below: A. Register in INDORSE CLOUD B. Enroll Soft-Token via Entrust Identity Guard Wizard. C. Enroll User Hand-written Signature: (Please see user manual Page 9, Titled Optional Biometric Signature and Seal Enrollment ) D. Upload any PDF file E. Click Sign and Place your predefined signature on the document F. Click Save G. In the Mobile Application (Soft Token) enter your Pin and confirm H. The document will be digitally signed. 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. In order to learn about functionalities not related to Digital Signature, then we recommend that you review the features of Alfresco content management software tutorial Alfresco Tutorial. INDORSE CLOUD software is built on top of Alfresco software. If you have questions on the features, please contact the INDORSE administrator for assistance. 2 Introduction INDORSE CLOUD

4 INDORSE CLOUD Features Overview INDORSE CLOUD provides new features to boost the efficiency of processes and ensures content security compliance. The features include document (a) Annotation, (b) Preparation (c) Signature, (d) Seal, (e) Endorse functionality, (f) Document Locking, and (g) Document Unlocking. INDORSE CLOUD is secured by Entrust IdentityGuard Authentication system. This sophisticated security system enhances users compliance ensuring total safety, confidentiality of the contents and nonrepudiation. Getting Started with INDORSE CLOUD Install and Register in Mobile App Soft-Token After registering in INDORSE CLOUD, you need to download install Entrust IDG Soft Token on your Desktop or on your Mobile via this link: After Logging in first time you will be directed to setup your soft token. The Questions and Answers page appears. Choose two questions and answer each question and click Next. 3 INDORSE CLOUD Features Overview INDORSE CLOUD

5 Download and installation confirmation page appears. Choose the proper option that reflects your situation: If you installed Soft-token on your current device, then the below page appears: Click Activate Soft Token and then your Soft Token App Identity Appears 4 Getting Started with INDORSE CLOUD INDORSE CLOUD

6 Click Activate you will get an activation confirmation message. If you installed Soft-token on your Mobile Device, then select the second option: 5 Getting Started with INDORSE CLOUD INDORSE CLOUD

7 Using Mobile App, Scan the Barcode with Mobile and enter the 4 Character Password in Red. Then Click Next. Once you scanned the Barcode and entered the Password the Mobile page appear 6 Getting Started with INDORSE CLOUD INDORSE CLOUD

8 Click the Activate button on the Mobile page and then an activation Success message will appear Congrats you are done with Soft-token Initialization. 7 Getting Started with INDORSE CLOUD INDORSE CLOUD

9 View Subscription Information To view user subscription information, Go to My Profile When you click on My Profile you can view My Subscription Information. Change Display Language To select the display language, click on Language the language selection menu appears Manage User Accounts (Only for Admin/Authorizer Account) To disable and enable Users (*for approver users only), click on Manage users and then put the of the user that you wish to Enable or Dis-able. Click to Enable/Disable User. 8 Getting Started with INDORSE CLOUD INDORSE CLOUD

10 Optional Biometric Signature and Seal Enrollment The Optional Biometric Signature and Seal Enrollment is best used with an e-pen to draw the signatures. Otherwise, user will find high difficulties to draw the three identical signatures via Mouse or Finger with Touch Screen. If you don t have an e-pen, then skip Biometric Signature Enrollment. You will still be able to sign documents digitally with your name, organization name and Title. How to Enroll a Biometric Signature Biometric Signature Enrollment goes through Three Major Steps: A. Enrolling a Biometric Signature (By the user) B. Approval Request for the Enrollment (By the user) C. Signature Enrollment Approving (By the authorizer) A- Enrolling a Biometric Signature (by the user) 1. Go to My Files 2. Select the Enrollment Folder. a. The Enrollment Folder opens. 3. On the Enrollment Folder, click the file name of the Signature.pdf. a. The Signature.pdf opens. 4. In the Document Actions menu, click Enroll to enroll a signature. a. Depending on Soft-Token Installation ( Mobile or Desktop) Identity Guard Authentication window appears for Desktop Installation. For Mobile Installation of Soft-token, you will go to step number 6. 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. 5. Initiate IdentityGuard Authentication. See How to Get the IdentityGuard Security Code. 9 Optional Biometric Signature and Seal Enrollment INDORSE CLOUD

11 a. After successful authentication, INDORSE CLOUD will require that you enter Three Identical Signatures 6. Select a color to use from the Color menu. Use the Size slider to zoom in or out. 7. Above each line, you need to place your signature (i.e. Place your signatures 3 times), then click Save. 8. Click Save. a. If you installed Soft-token in the mobile, then you will get notification in your mobile to confirm. 9. Now you need to start Signature Enrollment Approval WorkFlow see below. B- Start a Signature Enrollment Approval Workflow (Requester) 1. On the Top Toolbar, click My Files. 10 Optional Biometric Signature and Seal Enrollment INDORSE CLOUD

12 2. Select the Enrollment folder. 3. In the Document Actions menu, click Start Workflow for Approval to Organization Authorizer/Approver or to a. The Start Workflow page opens. 11 Optional Biometric Signature and Seal Enrollment INDORSE CLOUD

13 4. In the Workflow field, click the drop down arrow to select a workflow. a. The Workflow drop down menu appears. 5. Select New Task. a. The New Task Workflow opens. 6. Specify the Workflow details. 7. In the Message field, enter a message or a note for the approver. 8. In the Due field, click the Calendar icon to set a due date (optional). 9. In the Priority field, click the drop down arrow to set the priority to (optional): a. Low b. Medium 12 Optional Biometric Signature and Seal Enrollment INDORSE CLOUD

14 c. High 10. In the Assign To field, click the Select button to choose the assignee ( of Authorizer /Approver). a. The Select assignee window appears. 11. In the Search bar, enter the initial or the approver s name. 12. Click Search. a. A list of relevant search results appears below. 13. Select the approver s name by clicking the Plus (+) icon beside the name. a. The selected users will appear on the right side panel. 14. Click OK. a. The approver will be added. 13 Optional Biometric Signature and Seal Enrollment INDORSE CLOUD

15 15. In the Items section, ensure that the document(s) are attached. To add more, click Add and follow the process. 16. In the Other Options section, select the Send Notifications checkbox to enable sending notifications to the approver. 17. Click Start Workflow. a. The Workflow will be initiated. C- How to Approve a Signature Enrollment Request (Approver) 1. Sign in to your INDORSE CLOUD account. 2. In the Home page, Go to the My Tasks panel and then select the desired Enrollment Request to Authorize/Approve. a. The selected Task opens. 14 Optional Biometric Signature and Seal Enrollment INDORSE CLOUD

16 3. In the Items panel, click the View More Actions option. a. The Signature file opens. 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 Authorizer/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. 15 Optional Biometric Signature and Seal Enrollment INDORSE CLOUD

17 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. Note: The Requester can use the same method to close the task. How to Enroll a Seal Seal Enrollment goes through Four Major Steps: A. Uploading a seal (By the user) B. Enrolling a Seal (By the user) C. Approval Request for the Enrollment (By the user) D. Seal approving (By the authorizer) 16 Optional Biometric Signature and Seal Enrollment INDORSE CLOUD

18 A. Uploading a seal (by the user) 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. 4. Click Select files to upload. a. The File Location window opens. 17 Optional Biometric Signature and Seal Enrollment INDORSE CLOUD

19 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. B. Enrolling a Seal (By the user) 1. On the Top Toolbar, click My Files to open the Seal. a. The My Files page opens. 2. Select the Enrollment Folder. 18 Optional Biometric Signature and Seal Enrollment INDORSE CLOUD

20 3. On the Enrollment Folder, click the uploaded Seal s file name type (png or svg). a. Open The Seal option. 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. C. Start a Seal Enrollment Approval Workflow (By the user) 1. On the Top Toolbar, click My Files to locate the Seal file that needs approval. 2. Select the Enrollment folder. 19 Optional Biometric Signature and Seal Enrollment INDORSE CLOUD

21 3. Locate and select the Seal file. a. The selected file opens. 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. 20 Optional Biometric Signature and Seal Enrollment INDORSE CLOUD

22 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). 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. 21 Optional Biometric Signature and Seal Enrollment INDORSE CLOUD

23 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. 22 Optional Biometric Signature and Seal Enrollment INDORSE CLOUD

24 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. D. How to Approve a Seal Enrollment Request (By the Authorizer/Approer) 1. Sign in to your INDORSE CLOUD account. 2. In the Home page, locate the My Tasks panel and select the Seal Enrollment Request to approve. a. The selected Task opens. 23 Optional Biometric Signature and Seal Enrollment INDORSE CLOUD

25 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. 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. 24 Optional Biometric Signature and Seal Enrollment INDORSE CLOUD

26 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. Note: The Requester can use the same method to close the task. 25 Optional Biometric Signature and Seal Enrollment INDORSE CLOUD

27 Annotate, Prepare 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. 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 Site. a. The Site 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. 7. Select a color to use from the Color menu. Use the Size slider to zoom in or out. 26 Annotate, Prepare and Sign a Document INDORSE CLOUD

28 8. Using e-pen, touch or mouse you can annotate on the page. 9. Click Save. a. The selected file will be viewed as PDF. How to Prepare 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, Prepare and Sign a Document INDORSE CLOUD

29 4. Select Site. a. The Site page opens. 5. Select the file to annotate by clicking the File Name. b. The selected file opens. 6. In the Document Actions menu, click Prepare. a. The Identity Guard Authentication window appears. 10. 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. Automatically Document is prepared for signing. 28 Annotate, Prepare and Sign a Document INDORSE CLOUD

30 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. 4. Select Site. c. The Site page opens. 5. Select the file to annotate by clicking the File Name. d. The selected file opens. 7. In the Document Actions menu, click Sign. b. The Identity Guard Authentication window appears. 29 Annotate, Prepare and Sign a Document INDORSE CLOUD

31 8. 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 Approval page opens. 9. Locate the Digital Signature field or Biometric signature field and sign the document. 10. Click Save. a. A confirmation will appear that the document was successfully signed. 11. 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. 30 Annotate, Prepare and Sign a Document INDORSE CLOUD

32 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. 12. In the Document Actions menu, click Sign Folder. c. The Identity Guard Authentication window appears. 31 Annotate, Prepare and Sign a Document INDORSE CLOUD

33 13. 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 Approval page opens. 14. Locate the Digital Signature field or Biometric signature field and sign the document. 3. Click Save. a. A confirmation will appear that the document was successfully signed. b. All similar files in the folder will be automatically signed. 32 Annotate, Prepare and Sign a Document INDORSE CLOUD

34 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. 33 Seal and Endorse a Document INDORSE CLOUD

35 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. 34 Seal and Endorse a Document INDORSE CLOUD

36 a. A confirmation will appear that the document was successfully sealed. Seal Folder The Seal Folder option enables a user to seal a single document in a folder and automatically seals all PDF 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. 35 Seal and Endorse a Document INDORSE CLOUD

37 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. 36 Seal and Endorse a Document INDORSE CLOUD

38 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. 37 Seal and Endorse a Document INDORSE CLOUD

39 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 38 Seal and Endorse a Document INDORSE CLOUD

40 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. 39 Seal and Endorse a Document INDORSE CLOUD

41 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. 40 Seal and Endorse a Document INDORSE CLOUD

42 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. 41 Seal and Endorse a Document INDORSE CLOUD

43 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. 42 Lock and Unlock a Document INDORSE CLOUD

44 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. 43 Lock and Unlock a Document INDORSE CLOUD

45 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. 44 Lock and Unlock a Document INDORSE CLOUD