E-signature record visibility

WHAT THIS IS

• E-signature record visibility means that once an activity is signed, the signature details are permanently stored with that record. These details cannot be removed or changed and are always accessible to users with permission.

WHY IT MATTERS

• This ensures full traceability and accountability for every signed action. It supports compliance requirements by providing a permanent, tamper-proof record of who signed, what it means, and when it happened.

WHEN YOU WOULD USE THIS

• Use this when:
  • You need to verify who signed a specific activity
  • You are reviewing records for audit or compliance
  • You need a reliable history of signed actions

HOW IT WORKS

• When an operator signs an activity, the system attaches signature data directly to the record. This includes the operator’s identity, the meaning of the signature, and a server-generated timestamp. Once saved, this information becomes part of the record permanently and cannot be edited or removed. Any user with access to the record can view these details at any time.
  
  

KEY TERMS / COMPONENTS

• E-signature:
  • A digital confirmation using a PIN that is legally equivalent to a handwritten signature
     
• Signature details:
  • Information stored with the record, including operator name, employee ID, signature meaning, and timestamp
     
• Timestamp:
  • A system-generated record of the exact date and time the signature was made

COMMON MISUNDERSTANDINGS

• Signatures can be edited or deleted:
  • Signature details are permanent and cannot be changed or removed once applied
     
• Only the signer can see the signature:
  • Anyone with access to the record can view the signature details