Signature

Sign and lock your document

Overview

An electronic signature, or e-signature, refers to data in electronic form, which is logically associated with other data in electronic form and which is used by the signatory to sign.

Labii ELN & LIMS (Electronic Lab Notebook and Laboratory Information Management System) is designed to fully match the requirement of regulation organizations. Specifically:

  • Once signed, the document will be locked from editing.

  • The e-signature contains the document, date time, and user information.

  • Multiple users can be configured with various roles.

  • The signature message can be customized with organization metadata SIGNATURE_MESSAGE

  • User's login password is required to avoid unauthorized signatures.

  • Signatures are signed in order. Later signers have permission to revoke previous signatures

Signature

The signature at Labii contains the information of the record, user, date stamp. A typical signature looks like this:

ZlhORGUxODRlMGUxYzMyZTRhNzA0MTRkNTNmNzA2NmQxZmRlX1B2NEMweDcweDFFM1NzSkVzaUdJRTI_

Signing process

Signature signing process
  1. The first signer signs the document. The document will be locked from editing, and the second signer receives signature requirement via email.

  2. The second signer has the option to sign or reject.

    1. If signed, the first signer will receive a confirmation email. The third signer will receive a signature request email.

    2. If rejected, a message has to be provided. The first signer will receive the reject information. Once correct, the first signer has to sign the document again.

  3. The process will continue until all signers have signed the document.

Widgets

Labii ELN and LIMS currently provides these widgets:

Widget

Type

Description

Signatures

Section

Identification in authorizing this document

Double Signatures

Section

Minimal two signers required

Triple Signatures

Section

Minimal three signers required

Signature Widgets

Signature Widget Interface

Signers are listed in order. Particular, each signer is displayed as:

[No. of signer] ([Role]): [Signer Name]

Add a signer

Click "Add Signer" button to add a new signer.

Add a signer

Note: One user can only be added once.

Note: New signers can be added even if the record is signed and locked.

Edit a signer

Click "Edit" button next to a signer to edit the signer. The edit interface is same as the add signer interface.

Note: Unsigned signers can still be edited even the record is signed and locked.

Delete a signer

Click "Delete" button next to a signer to delete a signer. Only the unsigned signers can be deleted.

Change signers order

The order of signers can be changed via drag the handle of a signer to a different position. The order of signers can only be changed when the record is not yet signed.

Sign a record

Click the "Sign" button to sign the record. A password needs to be provided to sign the record.

Sign a record

Double Signatures requires minimal 2 signers, Triple Signatures requires 3 signers. If not enough signers are added, the "Sign" button is hidden.

More signers are required to sign

Reject signature

Click "Reject" to reject signature. The later signers have the option to reject previous signatures. A reject message has to be included.

Reject interface of Signature

Custom signature message

A custom message can be displayed to signers to remind them to perform certain checks. The signature message can be added via metadata SIGNATURE_MESSAGE. Simply add a label of "SIGNATURE_MESSAGE" to organization metadata.

Save signers

If you have the same co-signers all the time (or most of the time), there is a quick way to auto load all signers.

Click the "Menu" button and then choose "Save as my default". Please check the link for more details.

Make changes after signed

Once signed, the record is locked from editing.

Changes to the record

If not all signers have signed, ask the next signer to reject the signing. Once rejected, the record will go back to editing mode. Further changes can be made.

If all signers have signed, the only way is to duplicate the record, make necessary changes, and resign the record.

Changes to the signers

No changes can be made to signed signers. Unsigned signers can be edited or deleted.

More signers can be added.