Signature Activity: Create, Edit and Delete

Article Links Introduction | Additional Details | Create a Signature Activity | Edit a Signature Activity | Copy a Signature Activity | Delete a Signature Activity | 

INTRODUCTION

The purpose of the signature activity is so that you can collect a user's signature that can be used as an acknowledgement they have completed the required training necessary to perform a job or task.

Examples

• Add as the last activity in a qualification to acknowledge that they have completed all the training required to perform the job or task.
• Add to acknowledge that sensitive training is understood. For example, Business Conduct, Violence in the Workplace, Active Shooter Response, etc.

This article will provide instructions to create and manage the signature activity. Please refer to the following articles:

• Training Tab: Overview  to learn how the user will launch and sign the signature activity
• Security Role: Edit and Delete a Security Role to learn how to update your Admin and Master roles to turn on the signature activity and to allow signature approval

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ADDITIONAL DETAILS

Below find additional details that can help you understand how the signature activity functions:

• Once the activity is created, you can include it in a qualification/training program as you do any other related activity.
• You may add instructions or an acknowledgement of completion to the Signature Activity 
• When signed, a completion record is created. An image of the signature is attached to the User Record under Attachments. 
• The signature does not currently display on any reports.
• Security Roles must be updated to allow the Signature Activity and Approve Signatures
• Be sure to name the signature activity in a way that you can determine what they user has acknowledged once completed. For example, New Hire Training Acknowledgement, Safety Training Acknowledgement, Forklift Training Signature Instructions, etc.

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CREATE A SIGNATURE ACTIVITY

Follow these steps to create a signature activity:

1. Click the Administration tab at the top of the screen
2. Click Training Import and Creation and then the Content Wizard on the left menu bar.

Screen 1: How do you want to add content?

1. Click the Create button
2. Click the Start button

Screen 2: What type of content do you want to create?

1. Click the Signature button
2. Click the Next button

Screen 3: Please specify a save location

1. Click the Select a Repository link or the Select button 
   Note: A repository is much like a folder on a network or local hard drive and is used to store training content imported in the LMS. Refer to the Files and Repositories Overview article for more information on Repositories.
   1. Select the checkbox to the left of the desired repository
   2. Click the Select button (you will be returned to the Specify Import Location screen)
2. Click the Next button

Screen 4: Set Activity Properties

1. Display Name: Enter the name of the signature activity.
   Note: Name it in a way that will help you determine how the signature activity is used.
2. Description: Type a description of the activity.  This field is visible to all users.
3. Activity Duration: Enter the estimated time to complete the activity. Since you are only collecting a signature, the activity duration is always very short.
4. Make Public: Choose to allow this item to be shared with other LMS Administrators in different parts of your organization so they can upload it to their location. Refer to the Sharing Files between Locations article to learn more about file sharing and making files public.
   NO: Default. The file will not be shared
   YES: The file will be shared
5. Click the Next button
6. The Edit Signature screen will appear

Follow the steps below to:
Add Signature Instructions | Set Signature Properties | Publish the Signature Activity | 

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Add Signature Instructions

Follow these steps to add information field(s) to a survey:

1. Type the desired signature instructions. For example, please sign to acknowledge you have completed and understood the Forklift Certification training.
2. Click the Save button to save the instructions.
3. Click the links below to complete the survey. 
   Set Signature Properties  | Publish the Signature Activity |

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Set Signature Properties

Properties allow you to change the signature name and activity duration. 

From the Edit Signature screen:

1. Click the Properties button
2. Title: Change the title of the activity if desired
3. Description: Add a description of this activity if desired
4. Activity Duration: Change the activity duration if desired
5. Require admin confirmation signature for completion of this activity: check, if desired
   Note: Currently, this completion requirement is a placeholder and will be functional in a future release.   
6. Click the OK button to save the changes. You will be returned to the Edit Signature screen
7. Click the Save button to save the signature activity.
8. Click the links below to complete the signature activity. 
   Add Signature Instructions | Publish the Signature Activity | 

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Publish the Signature Activity

Publishing the signature activity allows the activity to be assigned to the user. You will not be able to assign a signature activity or add it to a qualification/training program until it is published.
Notes: (1) If the Save and Publish buttons are inactive, it means that the most current version of the signature activity has already been saved and published. (2) You do not have to publish the signature activity until you are ready to use the activity. If you do not publish the signature activity, it stays in "draft" mode and you can continue to make changes until you are ready to use the activity.

From the Edit Signature screen:

1. Click the Save button to save the signature activity if you have not already done so.
   Note: The Publish button will not become active until the signature activity has been saved.
2. Click the Publish button.
3. Review Settings: Review the settings and select one of two options:
   Cancel button: cancels publishing the signature activity
   Publish button: click to continue publishing the signature activity
4. The Publish window will appear.
5. Publish Notes. Type any desired notes.  This field will only appear if you have previously published this activity.
6. Click the Publish button
7. Click the OK button on the Attention screen
8. You will be returned to the Edit Signature screen
9. Click the Close button to close the signature activity
10. You will either be returned to the:
    1. Content Wizard screen (when you create a signature activity)
    2. Manage Signatures screen (if you were editing an existing signature activity)

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EDIT A SIGNATURE ACTIVITY

Follow these steps to edit an existing signature activity:

1. Click the Administration tab at the top of the screen
2. Click Training Import and Creation, then the Signature on the left menu bar
3. Click the Edit button to the left of the desired signature activity
4. Click on the links below to locate instructions to make any desired changes to the signature activity:
   Add Signature Instructions | Set Signature Properties | Publish the Signature Activity | 

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COPY A SIGNATURE ACTIVITY

Follow these steps to copy a signature activity:

1. Follow the steps to Edit a Signature Activity
2. Click the Save As button located on the Menu bar to create a new version of the survey.
3. Type the new signature activity title in the Signature Title field
4. Click the Select a Repository link or the Select button
   Note: A repository is much like a folder on a network or local hard drive and is used to store training content imported in the LMS. Refer to the Files and Repositories Overview article for more information on Repositories.
   1. Search and locate the desired repository
   2. Select the checkbox to the left of the desired repository
   3. Click the Select button (you will be returned to the Save As screen)
   4. Click the Save button
5. Click on the links below to locate instructions to make any desired changes to the signature activity:
   Add Signature Instructions | Set Signature Properties | Publish the Signature Activity 
6. Click the Close button.
7. The new Signature Activity will be listed on the Manage Signatures screen.

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DELETE A SIGNATURE ACTIVITY

Deleting a signature activity is generally discouraged as all user completion records associated with that survey will also be deleted. Deactivate a signature activity instead of delete. Refer to the Activities: Deactivate and Activate article for instructions to deactivate a signature activity.

Follow these steps to delete a signature activity:

1. Click the Administration tab at the top of the screen
2. Click Training Import and Creation, then Signature Activity on the left menu bar
3. Search and locate the desired signature activity
4. Click the Delete button to the left of the desired survey name
   Note: If the Delete button is inactive, you have not been assigned the Master administration role and will be unable to delete signature activities.
5. Click the Yes button on the Confirm Delete screen
6. Click the OK button on the Delete Confirmation screen. The signature activity will be deleted from the LMS.

Should a signature activity be deleted in error, email support@convergencetraining.com. Support can generally restore the deleted item and restore any user completion records associated with it

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