Using ServiceNow Sign outside of HRSD

Austin_Brunet
Tera Expert

yesterday - last edited yesterday

Hello everyone!

 

I have been doing extensive research about how to use Digital Signature/ServiceNow Sign outside of HRSD and could not find anything in the community. I wasn't sure if anyone else was looking for a similar solution, and I wanted to share what I found. Please feel free to give any feedback or correct anything you see wrong, TIA!

 

Plugins:

  • Document Templates [sn_doc]
  • E-Signature [com.snc.esign]
  • Document Template integration with Digital Signatures using Smart Cards [sn_dt_digitalsign]
    • Only for CAC signatures
  • Approvals with e-Signature [com.glide.e_signature_approvals]

 

  1. Create Managed Document
    • Navigate to Managed Documents > Documents > All
      • Name: <Name of managed document>
      • Owner: <Person that will manage document & revisions>
      • Reviewers: <List of reviewers of the document when revisions are submitted>
      • Type: <Your choice>
      • Classification: <Your choice>
      • Audience: <Your choice>
      • Name format: Default
      • Revision format: <Your choice (OOTB is 0.1)>
      • Auto increment revision: <Check if you want each revision to auto number>
  2. Save & stay
    • Click “Upload/Check In Revision” in Related Links
    • Complete form and attach document that will be managed
    • Review and publish document based on your managed documents process.

  3. Create an E-Signature Template

    • Name: <name of template>
    • Active: True
    • Task Table: Document Task
    • Document Type: Managed document
    • E-signature type: Signature
    • Managed document: <search and select your managed document>
    • Acknowledgment text: <optional>

  4. Create a template

    • Navigate to sys_template.list & click “New”
      • Name: <name of template>
      • Table: Document Task [sn_doc_task]
      • Short Description: <you can use the name of the PDF that will be signed>
      • E-signature template: <E-signature created above>
      • Add template fields if needed
      • Next related child template: Blank
      • Next Related Template: Blank
      • Link Element: -- None –

  5. Create Document Template

    • Navigate to Document Templates > All Document Templates
      • Click “New” & use the “PDF Document Template” kind
      • Name: <Template name>
      • Table: <table you want to use this document in>
      • Category: <Your choice>
      • Signing Type: Digital Signature – Smart Cards
      • Attachment type:
        • Upload new document
          • You upload into this record
          • If updated, will need to return to this template and update the pdf
        • Select from document revision
          • Select in the reference field “Document revision”
          • Based on records in the Managed Documents Table
    • Reference: Configure a PDF document template

  6. TESTING

    • When testing, all participants MUST be populated before the script is executed; otherwise, the flow/process will not work.
    • In a flow, use the Automatic Document Task Creation Sub-Flow.
    • Script used for quick testing
var taskId = "<recordSysId>";
var tableName = "<taskId’s table name>";
var templateSysID = "<templateSysId>";
var generatedPdfName = "<PDf Name"; //If not used, it will use what is specified in template

var taskGr = new GlideRecord("<same as table name above>"); 
taskGr.get(taskId);  

new sn_doc.GenerateDocumentAPI().initiateDocumentTasks(taskGr, "", templateSysID, generatedPdfName);
  • Troubleshooting
  • After parse, no fields found
    • PDF is locked or has issues
      • Get new PDF that isn't locked
    • All digital signature fields should have a participate
    • Before running flow, the dot-walked participate fields should not be empty
  • When in Employee Center for the user to sign:
    • If attachment not found
      • Possibly the template needs a new document
      • Template may not have the preview copy PDF attached.
  • Adobe Issues
    • I have attached a FAQ sheet for troubleshooting this.

 

Resources:

Set up a document template for signing documents using a CAC or PIV smart card

Set up Certificate-based authentication

Using Document Templates: Generic use case

E-Signature/Document Template FAQ - Support and Troubleshooting

E-signature integration with ServiceNow Document Template and Adobe Sign/DocuSign

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brunoandrade
Tera Contributor

yesterday

I actually tested something similar a while ago based on this GitHub project:

 

🔗 https://github.com/elinsoftware/service-portal-signature-pad

 

It’s been some time since I last tried it, so I’m not entirely sure if it would still work with the current ServiceNow releases, but it might be a good starting point for exploring custom signature implementations outside of HRSD.

 

If this answer helps you, please mark it as the Accepted Solution ✅ so the community can easily find it. 💚

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