Approval with e-signature

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 2 minutes to read
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    Summary of Approval with e-signature

    The Approval with e-signature plug-in allows users to approve or reject approval records securely by re-entering their login credentials. It is designed to meet compliance with Title 21 Code of Federal Regulations (CFR) Part 11, ensuring that each approval action is properly documented within the system.

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    Key Features

    • Compliance with Title 21 CFR Part 11: Validated for electronic signature requirements, storing the signer's printed name, date, time, and meaning of the signature.
    • Approval Tables: Supports default tables such as Change Request and Standard Change Proposal, requiring e-signature authorization for approvals.
    • Approver Authentication: Users must authenticate with their credentials to change approval states. Failed attempts do not alter the approval status.
    • Approval History: Each approval record includes an activity stream that tracks changes, with e-signature actions recorded as field changes.
    • Available Approval Options: Context menu and UI actions are available for approving or rejecting records, both prompting for authentication.
    • User Credential Sources: Supports local user records and remote identity provider services through Multi-Provider SSO integration.

    Key Outcomes

    By implementing the Approval with e-signature plug-in, ServiceNow customers can ensure secure, compliant approval processes that are properly documented. This functionality enhances traceability and accountability in approval workflows, providing a robust mechanism for managing approvals effectively.

    Approve or reject an approval record by re-entering your login credentials. See the history of an approval from its activity stream or its audit history.

    Support for Title 21 Code of Federal Regulations (CFR) Part 11

    The Approval with e-signature plug-in is validated for Title 21 CFR Part 11 electronic signature requirements. This plug-in is required for compliance to 21 CFR Part 11.

    Each time someone approves a record, the system stores this information.
    • The printed name of the signer
    • The date and time when the signature was made
    • The meaning of the signature (approval or rejection)

    This information is stored as part of the activity stream and audit history of the record.

    Approval tables

    By default, Approval with e-signature supports these tables.
    • Change Request [change_request]
    • Standard Change Proposal [std_change_proposal]

    When you add an approval table, any approval for the table needs an e-signature authorization. See Select an approval table to add or remove a table from supporting Approval with e-signature.

    Approver Authentication dialog

    Approvers must enter their user credentials to change the approval state. If the credentials fail, then the approval remains unchanged. The system checks the user credentials against local user records or an active single sign-on integration.

    Dialog to enter user credentials

    Approval History

    Each Approval [sysapprover_approver] record has an activity stream that tracks changes to it. Approvals made by e-signature are stored as field changes.

    Figure 1. Example activity stream
    Example approval showing Bow Ruggeri approving a change request

    Available approval options

    The Change Request [change_request] table provides these approval options.

    List options
    The Change Request table provides context menu options to approve or reject records. When someone selects either the Approve or Reject context menu option, the system displays the Approver Authentication confirmation dialog.
    UI actions
    The Change Request form provides UI actions to approve or reject a record. When someone selects either the Approve or Reject UI action, the system displays the Approver Authentication confirmation dialog.
    Change record state
    The Change Request table provides a State field to approve or reject a record. When someone selects either the Approved or Rejected state, the system displays the Approver Authentication confirmation dialog.

    User credential sources

    Approval with e-signature supports these types of user credential sources.
    • A set of local User [sys_user] records.
    • A remote identity provider service accessed by the Multi-Provider Single Sign-On (SSO) integration.

    User credentials must be set up before enabling Approvals with e-signature. See Creating users to create local User records.

    See Multi-Provider Single sign-on (SSO) to create an integration to a Security Assertion Markup Language (SAML) 2.0 identity provider.