How to configure e-signature for non-HR documents

[Malaya Maithani]

Hello

I have a audit requirement where we need to capture digital signature on the doc that is sent for approval (internal).

Using flow designer, I have configured "Ask for Approval" action, where it captures approval on the record (Standard practice). Adobe and docusign are licensed product integration, which I understand but trying to figure out ServiceNow OOB functionality that could do the same action.

Any guidance ?

Thanks,

Malaya

[Arpan Baishya]

Hi @Malaya Maithani,

From what I see, you need to ensure that the E-signature plugin [com.snc.esign] is installed on your instance. I am assuming that you have the Document record (table - dms_document) already in place with it being linked to the correct department (for example - IT, HR, Customer Support). Then what you need to do next is to link your document to an E-signature template where you need to specify the concerned Task table.

Here is an excellent link to help you get it done. - Configure an e-signature template (servicenow.com) 

Let me know if this was helpful.

[Community Alums]

I had samilar requirement regarding digital Signature on Policies after review and approval.

I used external Lib  PDF-LIB since Policies were in PDF. I made digital signature image.

On Approval button i wrote code using external lib to paste digital signature image on 1st page(in my case).

You can also do the same

Thanks

[TariqueWasim]

Hi @Community Alums 

Can you provide more insights on this.

Thanks.

[Munasiras]

Hey Malaya,

Munasir here, jumping into the discussion! 🚀

I've had similar challenges with audit requirements in the past. While ServiceNow's "Ask for Approval" action in Flow Designer is great for capturing standard record approvals, getting a full-blown digital signature captured isn't something it's designed for out-of-the-box.

For true digital signatures (like what you would get with Adobe or DocuSign), ServiceNow doesn’t offer an inherent solution that’s comparable. This is primarily due to the complexity and legal considerations associated with digital signatures.

However, as a workaround, you might consider:

Custom UI/Widget: Create a custom widget on the Service Portal that captures a drawn signature. There are some JavaScript libraries out there that can achieve this. Once captured, the signature could be stored as an image attachment to the record.
Comments/Notes: Another simpler way is to have approvers provide a specific comment or note (like typing their full name) as a pseudo-signature during the approval step.
Just remember that while these methods can give a sense of confirmation, they don't have the same legal standing as a proper digital signature provided by solutions like Adobe and DocuSign.

Hope that sheds some light on the matter. Let's see if anyone else in the community has stumbled upon a nifty workaround or solution for this in ServiceNow!

Cheers and good luck!
Munasir.