Approval with e-signature

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

    The Approval with e-signature feature in ServiceNow enables users to approve or reject approval records by re-entering their login credentials, enhancing security and compliance. This functionality is validated for Title 21 CFR Part 11, which ensures electronic signatures meet regulatory requirements. Each approval action captures the signer's printed name, the date and time of the signature, and the meaning of the signature (approval or rejection), storing this data in the record’s activity stream and audit history.

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    Key Features

    • Compliance Support: Meets Title 21 CFR Part 11 electronic signature regulations, essential for regulated industries.
    • Approval Tables: By default supports Change Request [changerequest] and Standard Change Proposal [stdchangeproposal] tables. Additional tables can be configured to require e-signature approvals.
    • Approver Authentication: Requires approvers to re-enter user credentials to confirm approval or rejection. Credential validation happens against local user records or via Single Sign-On (SSO) integrations.
    • Approval History Tracking: Every approval action is recorded as a field change in the activity stream for transparency and auditing.
    • Multiple Approval Interaction Methods: Users can approve or reject via context menu options, UI actions on the form, or by changing the record state, all triggering the credential confirmation dialog.
    • User Credential Sources: Supports authentication against local User [sysuser] records or remote identity providers through Multi-Provider SSO integrations (SAML 2.0).

    Practical Implications for ServiceNow Customers

    Implementing Approval with e-signature helps organizations enforce strong approval controls and meet regulatory compliance for electronic signatures. Customers can expect improved auditability with detailed approval records and enhanced security by requiring credential re-entry for approval actions. This feature integrates seamlessly with existing change management processes and supports flexible user authentication methods.

    Before enabling this feature, ensure user credentials are properly set up either locally or via configured SSO providers to enable smooth approver authentication.

    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.