Using E-Signatures
About this topic
This topic describes the E-Signatures feature that is available in VWorks Plus.
Signature levels
Signature levels specify the users or user groups that may sign records and the order in which the users may sign. An administrator uses OpenLab Control Panel to configure the required signature levels for each VWorks project. For details, see the VWorks Plus Configuration and Administration Guide at Configuration and administration guides.
Prerequisites
The OpenLab electronic signature service uses a PostgreSQL database, which is installed automatically with the VWorks software.
In addition, the VWorks E-Signatures database must be configured and enabled before the E-Signatures feature is available for VWorks use. See Setting up and connecting VWorks E‑Signatures database for instructions.
If you also plan to use the VWorks Experiments Editor, the Experiments database must be configured and enabled. See Setting up and connecting VWorks Experiments database for instructions.
Records that can be signed
The VWorks software can prompt for a signature in the following cases.
Record type | E-Signature requirements | See … |
|---|---|---|
Records of interest that transition through record states | E-signatures are required to transition a record from • In Development to In Validation • In Validation to Released If the user who initiates the transition has the credentials to sign at this stage, a dialog box opens and provides this option. | |
Experiment IDs | E-signatures are required when an experiment ID is closed. |
Signing records or revoking signatures
Note: The signature settings, including the number of signature levels, whether an order is enforced, level names, and the level meanings are configured by the administrator in OpenLab Control Panel.
To sign records or revoke signatures:
1 In the VWorks window, click Tools > E-Signatures > Sign. The Pending Records/Experiments for E‑Signatures dialog box opens and lists all pending signatures for the project.
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2 Select an available record or experiment ID, and then do one of the following:
• To sign the selected record or experiment ID, click Sign. The E‑Sign dialog box opens. Continue with step 3.
• To revoke all signatures for this selected record or experiment ID, click Revoke. The Revoke E-Signatures dialog box opens. Go to step 4 to continue.
Records in the Pending for In Validation/Pending for Released state can be revoked even when no signatures have been applied to the records. Revoke is a two-step process:
a Revoking any E-Signatures if posted
b Reverting the state of records from a transitional state (Pending for In Validation/Pending for Released) to a solid ROI state (In Development/In Validation).
Note: In the Record Path/Experiment ID list, the indented/grayed items indicate dependent records. The dependent records do not have available actions. In this case, the action you select for the parent record also applies to the dependent records if they are in the same state as the parent.
The Automatically change the state of dependent records option has no impact on the Pending Records/Experiments for E-Signatures dialog box.
3 In the E-Sign dialog box, verify the record or experiment ID in the Records/Experiments list. The list includes dependent records, if applicable.
Enter the following, and then click Sign.
• Meaning. Select a meaning from the list.
• Comment. Type a comment.
• Login and Password. Type your VWorks login credentials.
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A confirmation message tells you that the signature was posted successfully.
4 In the Revoke E-Signatures dialog box, verify the record or experiment ID in the Records/Experiments list. The list includes dependent records, if applicable.
Enter the following, and then click Revoke.
• Meaning. Select a meaning from the list.
• Comment. Type a comment.
• Login and Password. Type your VWorks login credentials.
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A confirmation message tells you that the signatures have been revoked successfully.
5 Repeat step 2 for any additional records or experiment IDs for which you have responsibility. If you have finished, click Done.
Using the E-Signatures Viewer
To use the E-Signatures Viewer:
1 In the VWorks window, click Tools > E-Signatures > View. The VWorks E-Signatures Viewer opens.
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2 In the Record list, select the record type, for example, Device Profiles, or Experiments.
3 In the Record Name/Experiment ID list, select the specific record or experiment ID.
If necessary, click Browse, and then select the record in the Open File dialog box.
4 Click View Signatures to view the signatures for this record:
If no signatures exist, a message states that no data is available.
If any signatures exist, the Record/Experiment State displays in the bottom left corner. If the state is not pending, the option to revoke signatures is unavailable.
The viewer displays the following details about each signature.
Column | Description |
|---|---|
Level | The numeric signature level. Up to 5 levels may be configured, where 5 is the highest level signature. The number of signature levels, whether an order is enforced, level names, and the level meanings are configured by the administrator in OpenLab Control Panel. |
Level Name | The level name assigned by the administrator. |
Signed By | The full user name and (user login). |
Local Time | The datetime stamp in local time. |
UTC Time | The datetime stamp in UTC time. |
Meaning | The meaning of the signature level. |
Comment | The comment entered by the user when signing. |
Is Valid? | True indicates that a signature was posted successfully. False indicates previously posted signatures that were revoked. |
5 If you want to reject the signatures and you have the appropriate signature authority, click Revoke.
a In the Revoke E-Signatures dialog box, specify the following:
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• Meaning. Select a meaning from the list.
• Comment. Type a comment, for example, the reason for closing the experiment ID.
• Login and Password. Type your VWorks login credentials.
b Click Revoke.
A Signature(s) revoked successfully message displays.
6 Click OK to close the viewer.
Related information
For information about... | See... |
|---|---|
Compliance features | |
Transitioning record states | |
Experiment IDs and Experiments database | |
Backing up and restoring the Secure Storaget repository | |
Backing up and restoring labware definitions, liquid classes, pipette techniques, and inventory database | |
Tamper detection |