Abstract
An eSignature is an electronic signature. Some tasks require an eSignature. You can edit your eSignature. You cannot edit other profile information (for example, home address, phone numbers, etc).
For information on eSignature Capabilities and Compliance, see below-
Outline of eSignature Capabilities and Compliance
This document describes the Talent Acquisition Suite’s (TAS) features related to eSignature capabilities and compliance. Each of the items described can be configured by the client to meet the standards deemed necessary for accepting electronic signature. The guidelines that were followed and aligned throughout the TAS product include U.S. federal ESIGN Act and UETA Act, as well as other international laws and statutes.
Capture of signature
There is available configuration to allow the capture of a signature using a mouse or finger as an input device. The TAS also includes other types of annotation, including check boxes and fillable fields aligned with attestation statements of use of eSignature throughout the TAS. Once the signature is captured in the database with acceptance of use, the eSignature can be used to populate forms that are being signed, thus creating a legally signed electronic document.
Reauthentication of user
When the workflow reaches a step that has a form to be electronically signed, the application can be configured to prompt the user for their username and password again. Increased controls and configuration options are available to meet client industry standards. This is an additional measure that can be used to further assure that the same user is still accessing the account. This provides some measure of assurance that the authorized user has not walked away and allowed a non-authorized user to continue the session and complete the signatures on required forms.
Presentation of completed form
After completing the configured steps for capturing the signature and reauthentication, the user is shown the form to be signed with the appropriate fields populated with data previously captured. If the signature was captured, it would be populated to the form as appropriate. This allows final verification of the data that is being attested to with the eSignature process.
Capture of acceptance of the form
On the form, when prompted to complete the signature by accepting the form. Once submitted, the date, time and the identity of the authorized user are captured in the database. This information is stored and safeguarded. Per client specifications and federal recordkeeping requirements, record retention time length will be governed by and managed by client’s internal controls.
Protection of data
Once a signature has been assigned, it is stored within the system and is no longer editable by the user or administrator. The signed form and the associated information regarding date and time of signature and the user that performed the action are permanently associated within the application and are auditable. Editable signature thresholds are enabled to ensure authenticity and integrity.
Audit capabilities
The application provides the capability to audit the forms and signature information as needed and to export this information or make it available for printing. Staff supports and resources are in place to assist clients if audited by any Federal Agency.
Future eSignature enhancements
As the world of eSignature grows, SignalLabs Talent maintains its ability to partner with government agencies and clients and to update the TAS product to meet standards and guidelines as they are mandated. We will notify clients of changes for eSignature rulings within SignalLabs Talent release notes and external client communication.
There are two ways to provide an eSignature:
Uploading a scanned image of your signature. You can upload your eSignature (as an image file) if you already have one. You can only upload a .jpg or .png file. The image cannot exceed 1MG.
Drawing a signature.
You can edit (redo) an eSignature, but once you use it to sign a particular form, you cannot change it for that form. This ensures the BrassRing Onboarding process is not completed with two different signatures.
The first time you access a form that requires an eSignature, you will be prompted to create one. If you want to change it, either start another form that requires an eSignature (and follow the prompts), or open the page that directly allows you to create/edit one. To directly reach the eSignature page, select BrassRing Onboard Profile from the navigation menu. You can edit or enter an e-Signature. If you select Edit, you can upload a graphic image of your signature or draw a new one.
For security purposes, some tasks require an "enhanced" eSignature, which means you must enter your user name and password before your eSignature can be submitted.
Select the Navigation Menu icon (in the banner/header row that contains the logo). The navigation menu displays.
Select the BrassRing Onboard Profile menu item. The My BrassRing Onboard Information page displays.
In the Electronic Signature portion of the page, select the Edit link. An Upload button and a Draw Signature link displays.
Select Upload to upload a scanned image of your signature. An Upload an eSignature link displays. From the resulting screen, browse to the image file (.jpg or .png) that contains your scanned signature, and upload it.
Or
Select Draw Signature to use your mouse to write your signature. If you are not satisfied with the result, select the Erase link, and draw your signature again.
When you finish uploading/drawing the your signature, select the Submit button.