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Managing Electronic Signature Rules

You can add rules to Electronic Signatures. You can use these rules to determine if you want to add an Electronic Signature within an application area, which Electronic Signature to use and the number of attempts allowed to complete the signature. Electronic signatures are LearnCenter-specific. You must add the Electronic Signature to each sub LearnCenter in each area you want.

Users must complete the Electronic Signature when they invoke the trigger in the area in which you added the Electronic Signature. A trigger can be when users try to save changes to the application area where the Electronic Signature was assigned or the start up of a Course or assessment. They can cancel the Electronic Signature window if they cannot answer the questions asked in the Electronic Signature.

The following are Electronic Signature rules:

The Electronic Signature displays when saving data. Any time data is changed or inserted and an Electronic Signature is required, users must complete it.
If you add an Electronic Signature in training areas such as Courses, Classes, Assessments/Surveys, the Electronic Signature displays once per attempt. Each subsequent attempt requires another Electronic Signature.

The table below identifies the Electronic Signature areas and what event triggers them.

Area	Trigger Event
Assessment/Survey Engine	On assessment/survey launch or at the end of a survey.
Change User Details (Control Panel)	Save
Change User Details (Dynamic Object)	Save
Change User Details (User Preferences or the Control Center)	Save
Completion Status	Save
Configuration Options	Save
Course Options	Save
Course Player (online)	On Course start or on Course end Note: The ability to have an Electronic Signature display at the end of Course is only supported by the Standard Course Player, and not the Classic Course Player.
Enrollment Users (Control Panel Enrollment Users)	Save
System Options Note: You can only see System Options in the root LearnCenter	Save
User Self Registration	Save

On the ControlPanel:

Click on the Advanced Learning menu to expand it.
Click Electronic Signatures.
Click Manage Electronic Signature Rules.

Select the Electronic Signature you want to use for the application area from the E-Signature drop-down list:
Select the Number of Attempts permissible to complete the e-signature.
Click Save.

Best Practice Tip: Consider how Instances are mapped to Courses and decide how you want Electronic Signatures to display to Users if you want them to display at the end of either item. If you select End for both, you could end up forcing your Users to complete multiple Electronic Signatures just to complete a Course.

Wherever you added a required Electronic Signature in the application, a pop-up window displays the Electronic Signature when a User tries to make a change in that area. Users will not be able to proceed further until they have completed the fields in the Electronic Signature pop-up window. Once correctly completed, LearnCenter saves the acknowledgment in the auditing tables and proceeds with the process they were working on when they triggered the Electronic Signature window.

The above image shows the fields within the default Electronic Signature window. To continue with whatever process you were working on when you triggered the Electronic Signature, you must type the correct information.

Type your Username. The correct information is stored in the database and what you type must match.
Type your Password. The correct information is stored in the database and what you type must match.
Type your Change Control #.

If you decide to use this field, you will need to provide Users with the Change Control # so that they can proceed with the Electronic Signature. If what they type does not match the correct information, they will an error message and will not be able to complete the Electronic Signature.

Type the Reason for Change.

If all the information you type is correct, you can proceed after you click Continue. If you did not enter the correct information within the number of attempts specified in the Electronic Signature Rules Matrix page, you will receive the following pop-up window listing the errors you made.

Type the correct information.
Click Continue. Your entries were accepted if there are no more errors.