Result of adding these merge fields to the sign off is that the document clearly states with which method the approval has been done and by whom:
1) Facility settings
The merge field option has to be enabled on facility level by a master user.
Select the relevant facility and go to SETTINGS.
Below the Organisation information click on ADVANCED SETTINGS.
The following Keys are relevant for merge fields in connection to the approval of a task:
First_Approver_Signed
First_Approver_Not_Signed
Second_Approver_Signed
Second_Approver_Not_Signed
Click in the Key field and select the key you want to set:
Type the below values into the Value field:
first_approver_signed - Electronically approved by
first_approver_not_signed - Dictated but not signed by
second_approver_signed - Letter reviewed by
second_approver_not_signed - On behalf of
Click on UPDATE SETTINGS after each new setting, and when you have all options set up click on SAVE ALL CHANGES.
The new settings are displayed at the bottom of the list:
Note: The text entered into the value field would show up as a label with the author's sign off.
2) Template Settings
The new options need to be added to the relevant templates. This should also be done on facility level.
Click on the pen icon to edit the relevant template:
Sample of a template with 2 sign-offs:
Set up a field for the electronic sign-off.
Step 1 - select the field option
Step 2 - enter a Field Name and set the Render and Content Type.
Click on DONE to apply the field to the template.
Sample of added field:
Repeat the two steps for the second signoff.
=> The new settings are now available to all authors who work with this template.
3) Group settings
The electronic sign-off option can also get configured per author group.
As a result, authors which are a member of several groups will sign with a group-specific sign-off and not their individual one.
Go to edit the relevant author group:
1 - Your selected department
2 - Your selected author group
Click on the pen icon to edit the group.
The Edit Group dialog displays fields for the signature lines.
The text you enter here is specific for this author group.
Example:
When an author signs or approves a task the respective label will be used:
4) User settings
Once the merge fields are set up on facility level they are visible in the user profile.
Go to the SIGN OFF section of a user.
1. Search for the relevant author under USERS.
Open their profile.
2. Go to the author's SIGN OFF section.
3. Under Author signature lines the new facility settings are available.
=> The displayed text would be visible as a label with the authors' sign off.
a) Manager or Master user can change the displayed text.
b) Authors could change the displayed text themselves in their profile.
To individualise the author signature labels click in the line and enter the new text.
Example:
Always SAVE your changes at the bottom of the page.
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