SIGNATUS USER MANUAL VERSION 2.5

Transcription

1 SIGNATUS USER MANUAL VERSION 2.5

2 CONTENTS 1 INTRODUCTION Launching SIGNATUS Launching SIGNATUS for the 1 st time Update your SIGNATUS License Main Menu SETTINGS OPEN DOCUMENT Form Fill in Form and create document on your device Device storage Sign documents stored on your device HTML Wizard Create your own Signing Process Download and Open document from Web Open document from external document repositories using CMIS or REST Open document from , Cloud and Other Sign your own document SIGN View, Validate and Edit document before signing Annotations Sign a Document SUBMIT SIGNED DOCUMENT Before the document is submitted Submit Outbox Re-open and Re-sign View signed documents ANNEXES Settings available in detail Customize welcome screen and logo of the application Example Wizard

3 1 INTRODUCTION SIGNATUS is an application for signing legally binding documents with a digital handwritten signature. It incorporates hand written signature containing static as well as dynamic biometric features (such as curves and loops, upstrokes, crossings, speed, acceleration, pressure etc.) into digitally locked PDF document including customizable metadata. SIGNATUS can run completely offline, without additional infrastructure requirements and external integrations. SIGNATUS can work with documents available on the device or can obtain PDF documents for signing from remote services. Integration of SIGNATUS with remote services requires simple configuration. SIGNATUS application supports PDF files compliant with ISO standard. REQUIREMENTS: - Hardware: The application runs on any android device and you can get best experience on Samsung devices equipped with S-Pen technology. - Software: android version 4.2 or higher is required - Internet connection: is required for the download and during first start of the application, so SIGNATUS application can automatically connect to Anasoft License Server and obtain valid license. - NOTE: In order to install the application outside Google Play, please make sure you have enabled Unknown Sources in Settings Security on your device. 3

4 1.1 LAUNCHING SIGNATUS After launching SIGNATUS application, you will see Welcome screen followed by Dashboard. Welcome screen Dashboard LAUNCHING SIGNATUS FOR THE 1 ST TIME When SIGNATUS is launched for the 1 st time you are offered to download Sample documents. Samples give you possibility to try basic functionalities of SIGNATUS. Sample documents can be downloaded by clicking on OK button, or you can CANCEL action and download later on (via 3 dots in right upper corner - DOWNLOAD SAMPLES) 4

5 1.1.2 UPDATE YOUR SIGNATUS LICENSE SIGNATUS comes with default license valid for 14 days. You can try out some of the features and go through the self-explaining Sample documents. As a next step you can either Activate Free Trial or update to license you purchased. I. Click on 3 dots in right upper corner of the screen and select Update License II. You can update License by logging in with your User Name and Password or scanning QR code containing your User Name and Password III. After successful update of License, confirmation message appears and you can notice Expiry date of your license has been extended in section About. In the meantime files associated with License are downloaded. Confirmation appears once download is complete. Please, restart the application afterwards by clicking on RESTART 5

6 1.2 MAIN MENU Main menu of SIGNATUS is shown on the left side and enables you to: Open, Edit and Sign documents from various sources Distribute signed documents via , to external server or save on your device Configure SIGNATUS via Settings Find out more About version of SIGNATUS on your device and License validity 6

7 2 SETTINGS SIGNATUS allows for wide range of configuration and customization. The following settings are available and enable easy customization of the application: Signature & Annotations - configuration of viewing/signing options Capture Additional Data - allows scanning additional documents (and including in the package together with PDF Document) Security - sets access to application via Login, enables Samsung KNOX KIOSK to protect the document content during signing ceremony Forms - enables creation of PDF document directly on your device using PDF template and data collected in the Form Browse device storage - allows browsing for PDF files stored on device Browse the Web - allows to browse and download PDF files from web Download using CMIS channel - enables to query one or more remote servers for PDF files using standard CMIS protocol Download using REST channel - enables to download documents to be signed via REST interface Save to device storage - save signed documents to device Send by , Cloud and other - allows to send signed PDF document via Upload to CMIS storage - settings for upload of signed documents using CMIS protocol Upload using REST channel - settings for upload of signed documents using REST interface Administrator Tools - exports all preferences and settings for backup/distribution purposes Settings configuration - enables editing of Settings (password required) Detailed explanation of all Settings available can be found in ANNEXES 6.1 List of Settings available in detail 7

8 3 OPEN DOCUMENT Documents to be signed can be obtained from various sources - can be stored on your device (Form, Device Storage) or opened from one of the external sources available (Web, DMS, and REST). Form - enables creation of PDF documents directly on your device using PDF template and data collected via Form Device storage - allows browsing for PDF files or HTML Wizards on your device storage within predefined folder Web - allows you to browse and download PDF files via embedded web browser using HTTP protocol DMS - allows you to query remote DMS server for PDF files using standard CMIS protocol REST - allows you to query external services for PDF files using REST services , Cloud and Other - allows to sign documents from , cloud or other applications 3.1 FORM FILL IN FORM AND CREATE DOCUMENT ON YOUR DEVICE Forms are PDF document templates that can serve the purpose of quickly creating ready-to-sign PDF documents directly on your device. Instead of downloading PDF file for signing from external source, you are able to create document while offline, with data collected in a form and inserted into PDF template. Forms in SIGNATUS can contain various type of fields, including: Text Fields allows to enter any character into standard text box Check Boxes provides for multiple choice selection Date Picker allows for date entry using date UI widget Date Time Picker allows for date and time entry using UI widget ComboBox allows selection from list of items 8

9 Once Form is filled in, you can either Save As PDF Document under chosen filename for later retrieval or click on Sign to sign document immediately, what will still require you to enter name of PDF Document. Enter file name When you open prefilled form later on, you can create new PDF Document using Save As or correct the data in a form and Save corrected PDF document before signing. 9

10 3.2 DEVICE STORAGE SIGN DOCUMENTS STORED ON YOUR DEVICE You can find PDF Documents for signature in Device storage folder on your device. Additional customization is possible, if document was created using Forms functionality explained above. You can also download documents from external document repositories when connected to internet (e.g. in the office), store on your device in Device storage folder, open and sign documents when no internet connection is available (e.g. in the field, at customer). 3.3 HTML WIZARD CREATE YOUR OWN SIGNING PROCESS Via Wizard functionality you can easily customize SIGNATUS according to your business needs. You can customize look & feel of the application, document signature/capture workflow, implement business logic, data verification and security steps. This type of functionality allows for complex business logic and workflows to be orchestrated, before and after one or more documents are signed. Since wizard is executed within a full screen web view, options for customization are limitless (e.g. obtaining additional metadata from remote server via AJAX calls, using JQuery, etc.) You may refer to example wizard (file examplewizard.zip) provided with SIGNATUS as a starting point for developing your own signing process. Example Wizard with explanation and screenshots can be found in ANNEXES 6.3 Example Wizard 3.4 DOWNLOAD AND OPEN DOCUMENT FROM WEB SIGNATUS gives possibility to open and sign document directly from website, which was configured. 10

11 3.5 OPEN DOCUMENT FROM EXTERNAL DOCUMENT REPOSITORIES USING CMIS OR REST In case you are using any document management system or external document repository it can be easily linked to SIGNATUS via configuration in Settings. It is possible to open documents for signature from any external repository supporting CMIS protocol or REST interface as well as upload documents to external repository once signed in SIGNATUS. You can save document from external repository to your device by long tap on the document. Menu on the top will appear and you can save one or more documents. Multiple external repositories for upload and download of documents can be linked to SIGNATUS, depending on your needs and configuration. In case document is signed where no internet connection is available, documents for signature can be downloaded from repository in advance and stored on your device. Signed documents will wait in Outbox and can be uploaded to external repository once internet connection is available again. Detailed info about configuration can be found in chapter explaining Settings in detail on page OPEN DOCUMENT FROM , CLOUD AND OTHER With SIGNATUS, you can sign document from , cloud or other application where PDF Documents can be stored. To open document you can just click to open document (e.g. when in cloud as on screenshot below) and open with SIGNATUS. 11

12 In case you cannot select application to open with, check default application configuration in settings and clear if required (Settings General Default applications). When submitting signed document it can be uploaded back to the , cloud application. See chapter 5 for more info. 3.7 SIGN YOUR OWN DOCUMENT You can sign your own document in case you have it stored in cloud, attached to an or uploaded in external document repository which is configured with SIGNATUS via CMIS or REST channels. You can connect your device to PC and upload document for signature manually. To do so, copy PDF document to folder: \Tablet\Signatus\ToSign Once done, you will find PDF Document in Device storage folder. 12

13 4 SIGN Once document for signature is selected, it is rendered and displayed on the screen. 4.1 VIEW, VALIDATE AND EDIT DOCUMENT BEFORE SIGNING Before the document is signed, signatory can read through the document and validate it, edit the document in Acrofields available or add Annotation (explained in chapter below) SIGNATUS application supports the following PDF Acrofields in final view of the document: 1) Checkbox 2) Digital Signature (Optional type or Required type ) In case document contains Digital Signature Acrofield of required type have to be signed to enable submission of the document. Optional signatures any requirements on the document distribution., all fields of this type don t place NOTE: once a dialog window pops up and you are using Samsung Note device, you will have to use S- Pen to place your handwritten signature (signing with finger or basic stylus will not work). Additionally, since only S-Pen is enabled at this point, you can freely rest your hand on the screen as it will not affect the signature. 13

14 4.2 ANNOTATIONS One of the helpful features controlled by settings is ability to annotate document shown on the screen. Annotations can serve to make last adjustments, freehand comments, or simply add one s name using handwriting to further confirm the identity. Annotations can be disabled, or enabled only until first signature is placed or even enabled after the document is signed. NOTE: any modification done after the document was signed, can be easily identified as modification performed ex post and is not applicable to the signature itself! Annotation mode is entered by pressing annotation button on the screen. Once annotation mode is activated, top bar menu will change to allow modification of pen styles (e.g. color, pen type and line width), and add an erasing mode. Annotation mode will also lock current displayed content. It is not possible to scroll the document in annotation mode in order to prevent unwanted drawings and enhance comfort during hand drawing. 14

15 4.3 SIGN A DOCUMENT Signing of a Document can be done in the following ways: 1) Place the signature to predefined signature field ( CLICK TO SIGN ) 2) Long tap on the screen and Sign anywhere on the document (usually in case there are no predefined signature fields) 3) Add a Scan with back camera option to allow capture of images using the device camera and adding scans to the final package for distribution along with the signed document. In addition you can display text below the handwritten signature by enabling Timestamp, and adjust quality vs. performance for the document preview by enabling/disabling High quality rendering When signing a document, pop up window will appear giving you the following options: add the signature as you see it to the PDF document - OK delete the signature and sign again - CLEAR cancel pop-up window and return to the original PDF document - CANCEL Once PDF Document is signed Submit button is enabled 15

16 5 SUBMIT SIGNED DOCUMENT Once all required signatures have been placed on the document, it is ready to be submitted. 5.1 BEFORE THE DOCUMENT IS SUBMITTED If the document was created from template, you can still edit the document by selecting Edit. Before you submit the document, signed document can still be modified by pressing Clear button and deleting all signatures. Once cleared, document is re-generated with the same end-customer s details. 5.2 SUBMIT Once, all required signatures have been placed, you can distribute signed PDF document (or.zip package) by pressing Submit button. After clicking on Submit button in the first step (depends on configuration of app): a) No selection available - Document is automatically stored in the device storage or uploaded to external document repository in case only 1 option for distribution of signed document is configured in application settings (detailed configuration explained in Annexes - pages b) Choose upload channel - allows you to select where signed document will be stored. You can select upload channel if there is more than 1 channel configured in settings. At this step all distribution channels available are shown. You can choose from the following distribution channels (it is also possible to change channel name to meet your needs): 1) Device storage stores signed PDF files on your device within predefined folder 2) DMS - allows you to upload signed documents to remote DMS server using standard CMIS protocol (detailed configuration explained in Annexes - pages 23-24). It is possible to configure 1 or more channels for upload using CMIS protocol. 16

17 3) REST - allows you to upload signed documents to external document repositories using REST services (detailed configuration explained in Annexes - pages 23-24). It is possible to configure 1 or more channels for upload using REST services. Please, select your preferred channel and click on OK. Besides distributing document via selected channel, as a next step, document can also be sent by , uploaded to cloud Cloud or distributed to other app available on your device. Once distributed via selected channel, if Send via , cloud or other functionality is enabled, you can distribute signed document or package via clients, cloud services, shared drives etc. Please, select one of options available. If you click outside the box with applications, upload via or to cloud will be cancelled. In case you do not have any internet connection at the moment of upload, document will be uploaded to selected repository or application once internet connection is available again. 5.4 OUTBOX If you are online and the external repository configured in settings (CMIS, REST) is available, package is uploaded immediately once document is signed and Submit button pressed. In case you are offline, you will notice increase of the documents in Outbox, once PDF document is submitted. Documents waiting in outbox are uploaded once internet connection is reestablished. NOTE: Upload of signed documents is initiated automatically on a regular basis or when you press Upload. Click on Outbox folder to view a list of the documents waiting for upload. 17

18 5.3 RE-OPEN AND RE-SIGN Signed and sent document can still be re-opened from the client or from device storage by selecting SIGNATUS app as the application to open the document. 5.5 VIEW SIGNED DOCUMENTS When storing signed documents on device, documents can be found in folder: \Tablet\Signatus\Signed. This is default storage folder, but it can be changed in settings. Please, see next chapter for more details. If documents stored in external document repository via CMIS / REST, uploaded to cloud or sent via , signed documents can be found in selected repository or application. 18

19 6 ANNEXES 6.1 SETTINGS AVAILABLE IN DETAIL List of Settings available in SIGNATUS with detailed description: SIGNATURE & ANNOTATIONS Annotation enables addition of handwritten notes to PDF document (anytime or till first signature) e.g. in order to write his full name using his handwriting or just add simple comments. NOTE: annotations are available only until first signature is placed on the document, if option Enable annotations up to first signature has been selected Handwriting biometry controls capturing of biometric characteristics of signature and storing them in the encrypted form within the digital signature inside the PDF NOTE: This option requires valid public key to be deployed with the application itself Sign anywhere enables entering signature anywhere on the document after long tapping with an S-Pen NOTE: If this option is disabled then only a signature field present in the PDF can be signed using handwritten signature Timestamp adds date and time to the signature High quality rendering if turned OFF, it enables faster rendering if handling large PDF documents CAPTURE ADDITIONAL DATA Scan with back camera enables scanning documents (e.g. ID) and attaching scans and signed document to.zip package 19

20 SECURITY Login controls access to application if enabled SIGNATUS will ask for the username and password (can be defined in this view) when launching the application KNOX Temporary kiosk protects documents while being viewed and signed. KNOX Temporary kiosk functionality disables HW buttons and ports of the device in order to prevent accidental closing of the application = increased security and user experience Login valid for (min) defines for how long is successful login to external document repository valid, since last action on the device OPTIONS FOR OPENING A DOCUMENT PDF file to be signed can be created from a template or stored on the device or can be downloaded and opened from various external sources. The following options are available: FORMS Form allows user to create PDF documents out of templates on the device before signing them. When forms are enabled, user can browse PDF templates from Forms directory and create custom PDF documents with data collected via forms. You can configure multiple channels containing forms by clicking on a + icon in the right lower corner Forms channel name gives opportunity to change the name of the channel according to the needs Export form values to CSV allows for easy collection of data collected via form and exports data to.csv file. SIGNATUS will create.zip package, which contains signed PDF document and 20

21 additional files if allowed by Capturing additional details and Export form values to CSV options. BROWSE DEVICE STORAGE Browse device can be used when all documents needed for signing are already present on the device e.g. in Local documents directory selected and have been downloaded or created by another application and need to be signed and possibly uploaded to the server using SIGNATUS application. When enabled the option to browse files on local storage is presented in main menu Browse device channel name gives opportunity to change the name of the channel according to the needs Delete after signing if enabled, original (not signed) file or wizard opened is deleted from the list, once PDF document is signed Show samples enables visibility of sample forms, documents and wizards in the Browse device storage folder You can configure multiple channels containing documents saved on your device storage by clicking on a + icon in the right lower corner BROWSE ON WEB Browse web when enabled, user can access simple embedded web browser which will present URL defined in Web URL setting. The browser will follow all URL links found on a given web page unless user clicks on a link which contains.pdf as a suffix such link will download PDF document into the application and immediately open it for reading and signing 21

22 Browse web channel name gives opportunity to change the name of the channel according to the needs You can configure multiple web channels by clicking on a + icon in the right lower corner DOWNLOAD USING CMIS CHANNEL CMIS download enabled allows browsing standard document repositories such as (Alfresco, File Net) which are compliant with CMIS standard. One or more CMIS channels can be configured (e.g. URL, credentials, CMIS query) and CMIS browser lists only files which are selected by CMIS query Store documents from external repository if disabled documents can be opened from external repository, signed and uploaded back, but cannot be stored on the device DOWNLOAD USING REST CHANNEL 22

23 REST download enabled allows obtaining PDF Documents from document repositories via REST interface configured Store documents from external repository if disabled documents can be opened from external repository, signed and uploaded back, but cannot be stored on the device OPTIONS TO DISTRIBUTE DOCUMENT Once PDF document is signed it can be saved in device storage, send via or uploaded to external document repositories (Cloud, DMS, ERP, CRM ) through the following options: SAVE TO DEVICE STORAGE Enable local save provides for storing signed documents on your device, what requires Local save directory to be defined NOTE: application will need a write access to this folder (usually SD card) SEND BY , CLOUD AND OTHER Enable sending by , Cloud and other if enabled, after pressing Submit in document view all available , cloud and other clients are displayed. At this step you can choose if document is sent via or uploaded to cloud or opened in other application available Subject consists of actual document name + text defined here in settings. If no subject in settings defined, subject will be actual document name 23

24 Body is sent in case client is chosen and signed document or package is sent via UPLOAD TO CMIS STORAGE CMIS upload enabled enables storing signed documents on one or more external document repositories compliant with CMIS standard and requires URL, access credentials and destination directory to be defined. NOTE: The credentials need to define a user with writing privileges to the destination directory UPLOAD USING REST CHANNEL Upload REST enabled allows distribution of signed documents via REST Interface to one or more external document repositories. 24

25 ADMINISTRATOR TOOLS Export settings provides all preferences and settings in a file as backup of application settings or can be distributed to other devices o To Export Settings in SIGNATUS go to Settings Administrator Tools Export, once settings exported successfully into a file (com.anasoft.signatus.app_preferences.xml), file can be found on the device in folder: \Tablet\Android\data\com.anasoft.signatus.app\files\Export o To Import Settings copy exported file into the following folder on the device: \Tablet\Android\data\com.anasoft.signatus.app\files\Import. Please, restart the application in order to apply settings from imported file Welcome screen sets how long initial welcome screen is displayed Show or hide main menu you can decide whether menu on the left side is displayed on the screen at all times or hidden. Log level o Debug - means that something normal and insignificant happened; a page was rendered, a file was downloaded. Expect these to be written to logs only o Info - means that something normal but significant happened; the system started, the system stopped, etc. There shouldn't be a continual torrent of these, otherwise there's just too much to read. o Warn - means that something unexpected happened, but that execution can continue, perhaps in a degraded mode; a configuration file was missing but defaults were used, etc. Something is not right, but it hasn't gone properly wrong yet - o warnings are often a sign that there will be an error very soon Error - means that the execution of some task could not be completed; an couldn't be sent, a page couldn't be rendered, some data couldn't be stored to a database, something like that. Something has definitively gone wrong Number of log files we can set how many log files will be stored. Every day one log file is created, if set to 60, then logs for previous 60 days are stored and available Upload log tap here to upload log via one of available distribution channels View file details if enabled, in the list of files next to file name also file extension, size, date of creation of the document are displayed 25

26 SETTINGS CONFIGURATION Settings enabled allow for settings of application to be disabled for the user, password required (password provided with license) 6.2 CUSTOMIZE WELCOME SCREEN AND LOGO OF THE APPLICATION You can easily change welcome screen shown at start or logo displayed in the application. In order to change welcome screen or logo, please copy both images to folder on your device: \Tablet\Android\data\com.anasoft.signatus.app\files\Import Please, make sure images are named correctly and can be recognized by the application. Recognized names are: logo.png signatus_welcome.png Please, restart the application to import new logo and welcome screen. Best result can be ensured by customization of both images according to resolution of your device. 26

27 6.3 EXAMPLE WIZARD We will now have a look at the Example wizard in order to show some of the functionalities, which wizards can offer. As mentioned above, Wizard is a.zip file and you can initiate it by clicking on it in a list of documents for signature. Example wizard is customized to walk couriers through all steps of example delivery process. As a first step, the customer has to accept that data displayed is correct. If not correct, customer can fill in reason and return package. 27

28 Package password has to be entered at this step. Password was sent to customer via SMS. Correct password will open package with steps to be completed and document to be signed with customer data. 28

29 Once scanning of documents of customer is complete and document is signed, package can be distributed via one of the channels available, same way as when signing PDF document outside the wizard (explained in section 4.2 SUBMITTING SIGNED DOCUMENT) 29

30 Successful submission of the document to selected repository is confirmed at the end and wizard can be closed. Similar wizards can be created and customized according to your needs. 30