Now Mobile Document Signing

[dan_linton]

Introduction

One very useful piece of functionality with ServiceNow and specifically the HRSD module is having employees complete tasks and signing documents. We have all had to scan documents back and forth and one convenient solution is to use document tasks to allow for the capability to have these documents digitally signed by employees. Today we will talk about integrating signature capabilities across desktop and mobile platforms.

https://www.servicenow.com/docs/csh?topicname=document-templates-overview.html&version=latest

The Mobile Signing Dilemma

Presenting a PDF document for digital signature from a desktop browser works wonderfully as shown below, there is an issue when we attempt the same on the “Now Mobile” application which does not allow for this functionality.

Note: Users could use a mobile browser in desktop mode—a clunky and unfriendly solution.

Crafting a Flexible Document Template

The key to solving this problem lies in using a different type of document template.

1. Navigate to Document Templates > All Document Templates
2. Create a new document template of type HTML Document Template
   1. Name: Choose descriptive names that clearly communicate the document's purpose (user visible)
   2. Table: select the appropriate table
   3. Body:  Similar to email notifications, templates allow dynamic field population using ${<field_name>} syntax
   4. Signing type: ServiceNow Sign
   5. Once the record is saved, create participant (related list)
   6. 
3. Creating a participant
   1. Create record ensuring to reference the user on the generating record (HR Case in our example). We are using the Subject person in this example (important below)
   2. 
   3. Submit record
4. Insert signature fields in appropriate location
   1. Within the Body of the HTML template record, place the cursor in the intended location of the signature
   2. Click “Insert Signature” and select the participant created. You should see the signature added to the body
   3. 
5. Publish the template
   1. Click “Publish” to Publish this HTML template record
6. Finally, once this is created, associate this document template with the HR service record.

Validation

1. Create an HR case for a test user selecting the HR service with the associated document template
2. Generate a document task or confirm it was competed through automation
   1. Task should be visible in the related list
      1.      
   2. Download and log into the Now Mobile application as the user who is the Subject person on the case.
   3. Sign the document directly from the mobile application

Landing page

View To-Do

View Document created as document template

Sign the document

Summary

Currently PDF signatures remain non-functional in the Now Mobile, the HTML-based approach allows for this functionality across both desktop broswers as well as Now Mobile.