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E-signature

Owned by Robert Alexander Marshall
Last updated: Apr 13, 2023
3 min read

Overview

An e-signature is required to authenticate a user identity to undertake an approval decision in the Quality Management System workflow.

Each user will need

  • the email address that they use to login to Confluence (or if using inWebo to manage authentication this will be your inWebo username)

A time based token generated by the authentication app will be required each time the user needs to approve a page that requires an e-signature.

Global administrators can reset existing valid setup tokens for a user and amend the signing token expiry date.




E-signature process and approval signing token in the Quality Management System workflow

The compliance review Quality Management Systems (QMS) workflow requires users to use their email and a signing token to confirm their identity when registering an approval. The workflow requires e-signature authentication for all reviewers in both the Draft and the In Approval states.


Users will need to utilize a one time signing token to digitally sign their documents. Users will enter a signing token along with their email address.

The first time a user is asked to electronically sign a Confluence page, they will see a set up a personal code link.

The approval decision buttons are disabled until the reviewer sets up the personal code and then adds their email and personal code token to the workflow popup.

Each approval signing token generated by the app is temporary and will expire quickly (less than a minute).

  • if a user navigates away from the content with an approval activated but not undertaken, a new signing token will be required on returning to the page to activate the approval.

When the review is undertaken it will be logged as electronically signed.

OTP Token

To activate each approval in the Quality Management System workflow, the e-signature process requires the user to add their email and the current signing token generated by the authenticator app.

The token is generated by a third party app installed on your smart phone.

When the first time user chooses the Set up a personal code link, the user will be asked to setup an authentication app:

  • installation of an authenticator app (Authy, Google etc) on the user smart device.
  • linking the authenticator app to the instance using an email generated QR code link.
  • addition of an app generated numeric token to confirm the setup for the specific user in the current instance.

The authenticator app will generate a new valid numeric signing token every 30 seconds.

Once setup, each individual approval will require a numeric signing token from the authenticator app to activate the approval for the user.


When the signing token is entered correctly into the workflow popup along with the user email address, the approval becomes active.

inWebo MFA authentication

inWebo can also be used with Comala Document Management for Cloud. 

Using inWebo will disable the use of other 2FA apps and the OTP authentication is managed through inWebo

  • Comala Document Management must be globally configured to use inWebo MFA authentication
  • the validation of the user is managed by inWebo administration
  • each user must have an inWebo account
  • each user generates an OTP token using the inWebo Authenticator app installed on their Android or IOS mobile device

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