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Overview

• Requesting signatures for laboratory reports by email enables an efficient and structured approval process for your reports.
• You can submit several reports for signature at once, with the filter option making targeted selection easier.
• The direct link in the sent email takes the signer straight to the right reports – no lengthy searching required.
• The function also offers a high degree of flexibility through individual email templates per customer and ensures full traceability by clearly assigning which reports are to be signed by whom.
• The clear overview of all pending reports provides transparency throughout the entire approval process.

This manual describes the systematic process for requesting signatures for lab reports via e-mail, including selecting reports, customizing e-mail templates, and sending them to selected signatories.

How to create a signature request

Select report for signature

• In Report Management (under: Navigation bar → Samples → Reports), select the relevant reports for which you want to request a signature. To do this, check the box to the left of the report name.
• At the bottom of the table with the reports, click on Selected Reports and Request Signature.

Basic e-mail settings

Subject: “Laboratory database signature request” is pre-filled by default. However, you can customize this.
Status of reports: Select the status of the reports from the drop-down menu. The status appears in the e-mail notification as a note.
Signature: Use the drop-down menu to select which account should provide the signature. The e-mail notification is automatically sent to the account of the selected signature.
You can choose from the signatures stored in the signature management system.

Report Details Table

The table lists all reports that are ready for signature. It contains the following columns:

Report No.: Shows the unique number of the report.
Customer: Name of the associated customer.
Email template: A specific e-mail template can be stored for each report. By selecting an e-mail template, the report is automatically sent with this e-mail template when signed.
Email template options:

• If one or more e-mail templates are already stored for the customer, you can select from them in the drop-down menu.
• If no e-mail template has been stored for the customer yet, you can create one by clicking the button + Create e-mail template for this customer.
• You can edit existing e-mail templates using the pencil icon.

Email text editor

A predefined message text is suggested in the large text field.
You can use the suggested e-mail content or customize it.
The predefined text contains the following elements:
Direct signature link: The recipient receives a link in the e-mail that takes them directly to the signature function for the selected reports.
Report list: List of all reports intended for signature with their numbers and the names of the customers
Signature in the greeting: The current user is automatically suggested.

Send request

Send signature request: Click this button to send the e-mail to the selected signatory.

After sending:

In the report overview, the reports for which a signature request has been sent now have the status Signature requested.

Workflow summary

1. Select the relevant reports and open the Request signature function.
2. Fill in the relevant fields.
   Subject: Change the default subject line if necessary.
   Status: Select the report status from the drop-down menu.
   Signature: Specify who should receive the e-mail and sign the reports.
3. Review the report list and select e-mail templates if necessary.
4. Customize the e-mail text as desired.
5. Click “Send Signature Request” to send the request.

The recipient will receive an e-mail with a link that takes them directly to the signature function for the selected reports.

Related topics:

• Create/Edit/Archive report
• Sign reports
• Manage signatures