Signing Process

Sign a document (desktop)

1. On the left sidebar, select Signatures.
2. Locate the pending signature in the table or the Pending Signatures Queue at the top of the page.
3. Select Sign to open the signing page.
4. Review the Signature Request Details card: document title, status, resource type, action required, and requested date.
5. In the Document Review section, review the document content preview.
6. 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
7. Select Provide Electronic Signature.
8. In the signature modal, authenticate your identity to confirm the signature.

Note

For CAPA action signatures, a special notice appears indicating that signing will mark the associated CAPA action as completed.

Sign a document (mobile)

On mobile devices, the system provides a touch-optimized signing experience with a drawing canvas for handwritten signatures.

1. Open the signature request on your mobile device.
2. Use your finger or stylus to draw your signature on the canvas.
3. Review the signature preview that appears below the canvas.
4. Verify your signer information (name, date, time, device type).
5. Select Sign Document.

Mobile signature controls

Control	Description
Clear	Erases the current signature from the canvas so you can redraw
Cancel	Cancels the signing process and returns to the previous page
Sign Document	Submits the drawn signature (disabled until a signature is drawn)

Tip

For the best mobile signing experience:

• Hold your device steady while signing
• Use your finger or a stylus for better control
• Make sure your signature is clear and readable
• You can clear and re-sign as many times as needed

Signer information captured

Field	Description
Name	Your full name from your user profile
Date	The current date
Time	The current time
Device	Whether you are signing from a mobile device or desktop

After signing

Once you successfully provide your electronic signature:

1. The signature is recorded with your identity, timestamp, IP address, and user agent.
2. For CAPA action signatures, the associated CAPA action status is updated to completed.
3. The signature status changes from Pending to Signed.
4. You are automatically redirected back to the Signatures list.

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.

Desktop signing

1. The QA analyst navigates to Signatures and locates the pending request for CAPA-2026-018 Action #3 in the Pending Signatures Queue.
2. They select Sign to open the signing page.
3. They review the Signature Request Details card:
   • Document Title: CAPA-2026-018 Action #3
   • Resource Type: CAPA Action
   • Action Required: Complete
   • Requested Date: 2026-03-05
4. A special notice appears: “Signing will mark the associated CAPA action as completed.”
5. In the Document Review section, they review the training records showing all 12 operators completed the retraining session.
6. They select all three checkboxes under Signature Requirements:
   • “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”
7. They select Provide Electronic Signature and authenticate their identity in the modal.
8. The signature is recorded, the CAPA action status updates to Completed, and they are redirected to the Signatures list.

Mobile signing (field scenario)

A production supervisor is on the manufacturing floor and receives a notification to sign a deviation acknowledgement (DEV-2026-042).

1. They open the signature request on their mobile device.
2. They review the deviation details on the touch-optimized interface.
3. Using their finger, they draw their signature on the canvas.
4. They review the preview and confirm their signer information (name, date, time, device: Mobile).
5. They select Sign Document to submit.

If the signature is unclear, they select Clear and redraw before submitting.