> Signing Records

Upon changing the status of a record that has been defined as requiring an electronic signature, Datastream 7i prompts you to enter a user ID, password, and reason for the signature. The user ID and password are the same ID and password used to enter the system however, any person with a valid Datastream 7i user ID and password can sign electronic records, even if they are not physically logged in to the system. After verification of the user information, Datastream 7i takes a snapshot of the record and stores it in the database. If you update multiple records at one time, Datastream 7i prompts you for a signature for every record.

   You cannot execute a batch process for entities that require electronic signatures.

Follow these steps to sign records.

  1. Open any form requiring electronic signatures for status changes.

  2. Query for the record for which to change the status. Status changes can include record insertion, deletions, or any specific change as defined on the Electronic record setup form (BNEREC).

  3. Change the status of the selected record, and then choose File | Save from the menu bar. Datastream 7i displays the Electronic signature dialog box.

  4. User ID—Enter the user ID as defined on the Users form (BMUSER).

  5. Password—Enter the password associated with the user ID.

  6. Signature type—Click to select the reason for the electronic signature, e.g., review, approval, etc. Define signature types for the ESTP entity on the Codes page of the Entities form (BNENTS).

  The FAAMOD installation parameter determines whether you are required to enter a certification number and certification type for electronic signatures. If FAAMOD is set to ON, Datastream 7i also displays Certification number and Certification type on the Electronic signature dialog box and you must enter a valid certification number and type to sign the record. Datastream 7i automatically populates Certification type based on the selected Certification number. Certification numbers and types are associated with employee records on the Qualifications tab of the Employees form (WNPERS).

 Datastream 7i only displays certification numbers and types that are associated with training records for which the employee is currently qualified in the list of values for Certification number and Certification type.

 Additionally, Datastream 7i associates certification numbers and types with employees based on the user group of the employee on the Employee form (WNPERS). Therefore, if FAAMOD is set to ON, you must select a User for each employee who is required to enter a certification number and type when signing electronic records.

  1. Click OK. Datastream 7i verifies the ID and password and then closes the form.

  If you click Cancel, Datastream 7i closes the form and does not record changes.

  Datastream 7i does not allow changes to the record without entering an electronic signature. Further, if you enter an invalid or expired ID and password, or if you do not enter a valid certification number and type if applicable, Datastream 7i records an access violation. If the number of unsuccessful signature attempts exceeds the number specified in the SECUVIOL installation parameter, Datastream 7i locks the user and closes the application. Contact the System Administrator to unlock users.