Signing Process

Sign a document

1. Open the signature request — new requests arrive as notifications (bell icon) and also appear under Signature requests on My Tasks, which is the reliable place to find one if the notification was missed.
2. Select the request to open its signing page.
3. Review the request details: the record it refers to, who requested it, the action required, and the meaning of the signature.
4. In the Document Review section, review the content:
   • For document signatures, the actual file renders inline (PDF, DOCX, CSV, and plain-text formats are supported).
   • For other record types (CAPA actions, deviations, and so on) no inline preview exists — the page links to the record’s detail page where one is available so you can review it before signing.
5. Under Signature Requirements, select all three checkboxes:
   • I have reviewed the document content
   • I understand my responsibilities and the implications of this signature
   • I agree to comply with all requirements outlined in this document
6. Select Provide Electronic Signature. The button stays disabled until all three checkboxes are selected.
7. In the signature modal, authenticate your identity to confirm the signature.

The signing flow is the same on every device — there is no separate mobile signing interface.

After signing

Once you successfully provide your electronic signature:

1. The signature is recorded with your identity, timestamp, IP address, and user agent.
2. The signature status changes from Pending to Signed.
3. If you signed from a pending request, it (and any matching outstanding request sent to anyone else) is resolved automatically and drops off My Tasks.
4. You are redirected back to where you came from — My Tasks if you opened the request from there, the Signatures list otherwise.

Caution

Electronic signatures are legally binding. Once applied, a signature cannot be revoked. Ensure you have thoroughly reviewed the document before signing.

Practical example: Signing a CAPA action completion

A QA analyst has completed a corrective action (CAPA-2026-018, Action #3: “Retrain all filling line operators on aseptic gowning procedure per SOP-ASP-002 Rev 4”) and needs to provide an electronic signature confirming completion.

1. The QA analyst opens My Tasks and finds the pending request for CAPA-2026-018 Action #3 under Signature requests.
2. They select it to open the signing page.
3. They review the request details:
   • Record: CAPA-2026-018 Action #3
   • Action required: Complete
   • Requested by: the CAPA owner, on 2026-03-05
4. The review section explains that no inline preview is available for CAPA action records; the analyst reviews the retraining evidence (all 12 operators completed the session) in the CAPA module before returning to the signing page.
5. They select all three checkboxes under Signature Requirements (the signing button stays disabled until they do):
   • “I have reviewed the record content”
   • “I understand my responsibilities and the implications of this signature”
   • “I agree to comply with all requirements outlined in this record”
6. They select Provide Electronic Signature and authenticate their identity in the modal.
7. The signature is recorded and they are redirected back to My Tasks, where the request no longer appears. Marking the CAPA action itself as complete is a separate step the analyst (or the CAPA owner) takes on the CAPA record.