Configuring a Document Type Button to Use a Signature on File - Front Office Scanning - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Premier - external - Standard - Essential - Premier - Standard - Essential

Front Office Scanning

Platform
OnBase
Product
Front Office Scanning
Release
Foundation 23.1
License
Premier
Standard
Essential

In addition to being able to configure a Signature Merge to immediately stamp a signature captured from a signature device on a document, you can configure a Signature Merge to capture a signature, store it on disk, and then apply it to documents within the Front Office Scanning client as needed.

For security purposes, a signature on file can only be applied to a document after one or more other signatures have been captured by a signature device and immediately stamped on a document.

Tip:

Typically, when a Signature Merge is used to stamp a signature on a document, it is used to stamp a third-party's signature (e.g., a patient's signature) on the document. However, the signature on file is intended to be used to stamp the Front Office Scanning user's signature on a document (e.g., as a witness to the third party's signature).

CAUTION:

A signature on file is stored as an encrypted bitmap, and is only available to the user that created it in the Front Office Scanning client. However, before implementing this feature in a production environment, be aware that there are potential security risks involved with storing a signature on disk. The decision to use this feature should be carefully considered before it is implemented.

While a user can capture and store only one signature, that signature can be applied to multiple locations in the same document, or to other documents, by creating a Signature Merge Item for each document the signature is applied to.

To configure a Document Type button to stamp a signature on file, you must complete the following steps:

  1. Specify the Folder Where the Signature(s) on File Are To Be Stored. Each signature is stored as an encrypted bitmap file in a local folder, available by file path or UNC path to the Front Office Scanning workstation.

    This location is specified in the SignatureOnFilePath element of the Front Office Scanning configuration file. If no location is specified, or the SignatureOnFilePath element is not present in the configuration file, the signatures will be saved in the same folder as the Front Office Scanning configuration file.

    To specify the folder where the signatures are to be stored:

    1. In the Front Office Scanning configuration file, locate the SignatureOnFilePath element. If this element is not present, add it to the configuration file.
    2. Enter the path to the folder where the signatures are to be stored directly between the SignatureOnFilePath tags.

      For example:

      <SignatureOnFilePath>C:\Program Files\Hyland\Front Office Scanning\Signatures</SignatureOnFilePath>
      Tip:

      For more information on the Front Office Scanning configuration file's SignatureOnFilePath element, see The SignatureOnFilePath Element.

    3. Save and close the Front Office Scanning configuration file.
  2. Create a Signature Merge Item for the Signature Being Stored on Disk. Like other signatures being stamped on documents, a Signature Merge Item is required for a signature on file to be stamped on a document in order to identify the placement of the signature on the document.
    Tip:

    If you are applying a signature on file to multiple locations in the same document or to multiple documents: unless the signature is to be stamped on exactly the same place, a separate Signature Merge Item must be configured for each signature “stamp” to indicate the page and location where the signature is to be stamped.

    For more information, see Configuring a Signature Merge Item.

  3. Configure the Signature Merge Item To Use a Signature on File. A Signature Merge Item must be configured to capture a signature and immediately stamp it on the document OR to use a signature on file.
    To configure a Signature Merge Item to use a signature on file:
    1. In the Front Office Scanning configuration file, locate the SignatureItem sub-element that corresponds to the signature Merge Item you created in Step 1.
    2. Set the SigOnFile setting to True.

      For example:

      <SignatureItem SignatureID="1" SigOnFile="True">
      Tip:

      For more information on the Front Office Scanning configuration file's SignatureItems element and its SignatureItem sub-elements, including a detailed description of all its settings, see The SignatureItems Element.

    3. Save and close the Front Office Scanning configuration file.
  4. Assign the Signature Merge Item to the Document Type Button. Once a Signature Merge Item has been created for the signature on file, it must be assigned to the Document Type(s) it is to be used with.