Please note: There can only be one client signature per document filled via ClientConnect or Engage.
The Signatures feature enables you to capture electronic signatures on completed Documents and to automatically create signature lines for printed Documents. You can use this feature to capture the signature of a staff member, client or associate etc.
Signatures can be added to all Document types (i.e. Forms, Surveys, Outcomes Assessments and Letters) and you can include as many signatures in a Document as you’d like. You can also choose to include an optional header and/or footer text.
It is possible for an Individual (client) and/or Worker to sign a Document using their mouse, stylus or finger (depending on browser/operating system compatibility) in Penelope. For information on how to sign a Document click here.
Signature Types
Signature Type | Description | Use Case |
Blue Book | The signature line in the Document is a lookup field that allows you to search current Blue Book entries. Subsequently, the name of that Blue Book entry appears below the signature line in the Document. The Blue Book contact can then sign the Document electronically or sign a printed copy. | To capture the signature of someone who had been previously added to your Blue Book. |
Individual | The signature line in the Document is a lookup field that allows you to search for Individuals. Subsequently, the name of the Individual appears below the signature line in the Document. The individual can then sign the Document electronically or sign a printed copy. | To capture the signature of someone who has been entered as an Individual in your Penelope database. |
Individual Completing Document | The signature field is automatically populated with the name of the individual the Document is being completed for as identified when initially filling out the Document. Subsequently, the name of the Individual appears below the signature line in the Document. The individual can then sign the Document electronically or sign a printed copy. Use this signature type to allow clients to sign in ClientConnect. | To capture the signature of the person who the Document is being completed for. |
Not Identified | The Not Identified signature field is a simple short text field that you can populate with the name of the appropriate person. | To capture the signature of a person who is not entered in your Penelope database in any capacity. For example, capturing a witness signature. |
User | To capture the signature of a worker when they will not be electronically or physically signing the Document. | The signature line in the Document is a lookup field that allows you to search for worker names. |
User Secured | The signature line is automatically populated with the name of the worker logged into Penelope. Subsequently, the name of the worker appears below the signature line in the Document. The worker can then sign the Document electronically or sign a printed copy. | To capture the signature of a worker. |
Adding Signatures to a Document
As of Penelope version 4.16.1.0 it is possible to change the name format of a Document signature. There are two options available:
Last Name, First Name
First Name, Last Name
Follow the instructions below to add signatures to a Document:
In the Revision section click the Signature.
In the Signatures List section click Add.
From the Type drop-down select the type of signature you want to add.
In the Text field type a label for the signature.
Select a Name Format (Last Name, First Name or First Name Last Name).
In the Location section customize where you want the Signature to display on the screen:
If you need to capture several Signatures in your Document you can include multiple rows. In the Row number field enter which row number you’d like the signature to appear on.
Select a Position.
Click Save.
Repeat Steps 2-7 to add more Signatures to your Document.
TIP: Use a User Secured signature type to allow for Workers to sign a Document that has been completed by a client in ClientConnect.
Once the Document is completed in ClientConnect and appears in Penelope, the logged in user will be able to select Edit Signature to the top of the Details section of the completed Document, check the checkbox for the User Secured signature field which will autofill their name, and then select the date and Save. There will then be a Sign button available to them.
Add Text to the Header or Footer of a Document Signature
In the Revision section click the Signature
In the Header or Footer section click Edit.
In the Title field type a title for the signature header.
In the rich text field type the header text.
Click Save.
Remove a Signature from a Document
In the Revision section click the Signature
In the Signatures List section next to the signature that you want to remove, click the minus icon.
Click Okay to confirm your action.