* Electronically Signing FormBuilder Forms

The Electronic Signatures functionality enables staff, clients, and other (third-party) individuals to sign standalone FormBuilder forms for the purposes of approving their content and/or verifying their accuracy. Once signed, forms are locked from further editing.

When an employee electronic signature line has been included on a form, a specified staff person (selected during form data entry) can sign that form themselves. That staff person, or other staff members with access to the form, can also assist clients and others in signing the form, if applicable. Clients with AWARDS logins can sign forms on their own if that form is in an AWARDS location to which they have access (for example, forms in face sheets).

NOTE: When working with client-based forms, you must have chart access permission to the program(s) associated with the client(s) whose form you will be signing or assisting a client or other individual to sign. In addition, for forms of all types you must have access to the AWARDS modules in which the form to be signed is located. Permissions will vary from module to module. More information on each can be found on related AWARDS Online Help pages.

To access and electronically sign a form, or to assist a client or other individual in doing so, complete the following steps:

Begin by navigating to the form to be signed. This form must have been configured to include electronic signature lines when it was created, and must be in one of the following locations:

Listed as a Charting Event, available under Outcomes	Profile - as a link at the top of client face sheets
Intake/Admission - as a link on client intake forms	Employment - as a link on the Jobs fly-out
Services - as a link on the Services-Individual fly-out	Medical - as a link on the Medical fly-out
Discharge - as a link on the Discharge fly-out	Employee - as a button on the Human Resources menu

Open the form in data entry mode and confirm that it has been filled out completely.

IMPORTANT! In the event that the form contains "Employee" electronic signatures, the individual employee names must be selected for each signature during the data entry process. If a selection has not been made, the form cannot be e-signed by the relevant employee(s).

TIP: Keep in mind that although signing a form locks the contents of that form from further edits, employee selections can still be made and changed as needed after an electronic signature has been placed on the form, as long as the employee signature line itself has not yet been used. To make such a change, access the form in data entry mode, make your selection, and then click SAVE.

Open the form in report mode to begin the electronic signing process. Keep in mind that report mode is accessed only by opening the form and then clicking Printable Form at the bottom of the page.

Other versions of the form - for example, when accessing it from a form index in data entry mode - may initially appear to be displayed in report mode; however, unless the form has been e-signed and there are no unsigned employee signature lines, that is not in fact the case and you must use the method listed above.

Navigate to the portion of the form containing the electronic signature lines.

Based on how the form was set up, you will see one or more signing links on the page:

Click to Sign - Available if the form was configured to include an electronic signature line with a signer type of "Employee," AND if you were selected during the form data entry process as the relevant employee.

Allow Client to Sign - Available if the form was configured to include an electronic signature line with a signer type of "Client." Displayed for the client in question (the one for whom the form was completed) if that client has an AWARDS login, or for all staff with access to the form so that they can assist the applicable client with the signing process.

Allow Other to Sign - Available if the form was configured to include an electronic signature line with a signer type of "Other." Displayed for all staff with access to the form so that they can assist the applicable individual with the signing process.

NOTE: When viewing this page, please keep in mind the following:

- If a default authority level was specified for a particular signature line when the form was created, and the "other" option was not made available, the default level is displayed on the page; otherwise, no authority level information is shown.

- Until a signature line has been used to electronically sign the form, a default blank line is displayed to allow for a manual signature in case the form needs to be printed before e-signing takes place.

- Signature titles are only required during form configuration for the "Employee" signer type. If one was not specified for a "Client" or "Other" signature line, that line is identified by the signer type only.

The form can now be electronically signed. To do so , click the appropriate signing link and complete the corresponding signing process, or assist the client and/or other individual in doing so:

Click to Sign (for use by staff)

The Electronic Signatures Signing dialog box is displayed. Configure the options in that dialog box as follows:

TIP: If, during the process of setting up your electronic signature, you specified default signature settings, those settings are reflected here. As a result, you may not need to configure some of the options below unless it is necessary to adjust the defaults.

Sign With - Forms can be signed using initials or full name images. Click the radio button next to the type of image to be used to sign this form - "No Image," "Initials Image," or "Full Name Image."

NOTE: Sign with options are only available for the images you uploaded during the process of setting up your electronic signature. For example, if you uploaded only a full name image and not your initials, only the "No Image" and "Full Name Image" options will be available here.

Authority Level - Click the radio button next to the statement that describes your authority level in relation to this form - "I am the author and I approve this document," "I am the reviewer and I approve this document," "This document is accurate," or "Other." If "Other" is selected, enter a value in the corresponding field.

NOTE: The Authority Level option is only available if a specific authority level was not entered for this signature line during the form configuration process. Additionally, when the Authority Level selection IS available, the "Other" option may or may not be included based on how this signature line was set up.

Date and Time Stamps - The Date and Time checkboxes are selected by default so that a date and time stamp is included with your electronic signature. De-select one or both of these options if needed.

NOTE: If these checkboxes are not available, it is an indication that your agency has opted to have all electronic signatures date and time stamped automatically.

Credentials - Click the checkbox next to each credential to be included with your signature.

NOTE: This portion of the signing dialog box is only available when credentials have been specified for you in the Human Resources module Staff Information feature.

PIN � In this field, type your five-digit PIN to confirm your identity.

Continue with step 6.

Allow Client / Other to Sign (for use by staff assisting clients / others)

If the signer type is "Client" and a default signing method for clients was specified during your signature setup process, the Electronic Signatures Client Signing dialog box is immediately displayed, prompting the client to complete the corresponding signing process.

If the signer type is "Other," or if the signer type is "Client" but a default signing method was NOT specified and more than one signing method is available (as determined by "Touch" and/or "Signature Pad" selections under System Setup > Business Rules > global Electronic Signature Rules), a series of radio buttons on the page will note those methods. Click the appropriate radio button, click OK, and then complete the corresponding signing process.

Signing by PIN - (Only available for clients) - Forms can be signed using initials or full name images. Click the Sign With radio button next to the type of image with which the client is to sign this form - "No Image," "Initials Image," or "Full Name Image."

NOTE: Sign with options are only available for the images uploaded during the process of setting up the client's electronic signature. For example, if only a full name image was uploaded, not initials, only the "No Image" and "Full Name Image" options will be available here.

IMPORTANT! If the client does not have a PIN, and you do not have the ability to assist him/her in setting one up, he/she will be prevented from signing the note using this method. If you DO have the ability to assist the client in setting up a PIN, click the Click here to Assign a PIN link displayed at this time.

In the PIN field, direct the client to type his/her five-digit PIN to confirm his/her identity.

To exit without signing the form, click Cancel.

Signing by Signature Pad - Direct the client or other individual to use the signature pad to enter his/her signature. Click Draw to give focus to the signing area before the client signs on the pad, Clear if you'd like to clear what has been entered using the pad, or Cancel to exit without signing the form.

Signing by Touch - Direct the client or other individual to use his/her finger or a stylus to enter his/her signature directly on the screen when using a tablet, touchpad, or other touch-enabled device, or to use the mouse to sign on the screen if the device is not directly touch-capable. Click Clear if you'd like to clear what has been entered, or Cancel to exit without signing the form.

On the e-signing interface the client or other individual may also be asked to select or supply authority level information, and in the case of other individuals, to enter his/her name and title on the page. Be sure to complete those data entry steps in addition to the actual signing described above.

Once the appropriate signing method has been used, including any corresponding data entry, continue with step 6 to complete the signing process.

Click SIGN NOW or have the client or other individual do so, if applicable.

IMPORTANT! Clicking the SIGN NOW button is an acknowledgment that the individual doing so is the authorized signer. An electronic signature constitutes a legally binding symbol that authenticates the document to which it is attached.

When SIGN NOW is clicked, the following takes place:

The form is signed and the electronic signature is displayed with that form when displayed in report mode and when viewing the printable version of the form (replacing the default blank signature line). The signature is composed of authority level, followed by the signature title (if applicable), signer name and credentials (for employees, if included), and job title (if applicable), the signature or initials image if one was selected or the image was captured with the signature pad, and the date and time on which the form was signed if that information was set to be included.

NOTE: Job title information for employees is taken from your Staff Information record in the Human Resources module. If you are a staff member the signature will always display your job title as of the time the plan was signed, regardless of whether that title changes in the future.

The form is locked from further edits (with the exception of selecting additional staff members for available Employee signature lines, if applicable). Forms that have been signed and locked in this manner are shown with a lock and key icon next to them in form indexes.

The process of electronically signing a form is now complete.

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