OnBase: A True Friend of TrueSign
Sometimes your “office” is actually a bench at your kid’s soccer game. A “working lunch” means responding to emails while standing in a checkout line. Maybe your 9-to-5 is more like a 7-to-7.
In our increasingly virtual world, it’s vital that successful operations, including our signatures, meet people where they are. As simple as it may seem, signing on the dotted line is actually a significant motion: it binds your name and consent to the contents of a document. But what happens after your endorsement is just as, if not more, significant:
- Was the document altered after it had been signed?
- Did it fall into the right hands?
- Can you prove it was you who signed the document?
This is where coupling TrueSign with OnBase becomes a “true friend” of today’s digital signer.
Guided by a four-pillar standard of what truly captures and preserves a signer’s intentions, we’ve built a digital ecosystem where eSignatures and digital workflow tools work together to uphold what’s most important to the signer:
TrueBenefits of a Digital Ecosystem
- Automatic packaging of signed documents and signer information before being routed to OnBase for storage and accessible retrieval
- Quick status checks on documents pending eSignatures or other approvals
- Auditable histories of access, signers, users, processes, etc.
- Automatic downloads of signed documents
- Extends electronic signing abilities to parties outside of your organization
- Seamless business workflow support
Questions, Concerns or Just a Conversationalist?
We’d love to chat with you about integrating OnBase with your TrueSign solution. Simply send us an eForm message below or live webchat with us using the icon to your right.
What do these pillars look like in real life? Let’s follow along with Molly, who will journey us through several use case scenarios in a day-in-the-life.
From Scanner to Smartphone: A “Signature” Story
When the world went remote, Molly was initially relieved. “I can sleep in a bit, do my work in the quiet of my home, and I’ll be saving a ton on gas! This is great,” she thought.
Cozying up in her recliner for her first remote day of work, Molly met her first, unforeseen issue: signing off on all her paperwork. “Did I keep that scanner from the ‘80s?” she wondered. Climbing into the attic, fingers crossed it would be there, Molly found nothing. Looking out the window, she remembered that her retired neighbors kept everything – jackpot! Molly ran over and knocked on the door to be greeted with a smile and a “happy to help” as they plopped the scanner in her arms. Grateful, Molly retreated home and set up the scanner. She opened her PDFs and went to click “print” when it dawned on her that she didn’t have a printer either – drat! Unfortunately, the neighbor’s printer hasn’t worked in over 10 years. Defeated and at a standstill, Molly went home and started Googling “digital signature product.”
It wasn’t long before Molly’s court adopted TrueSign. Hosted in the Microsoft Azure Cloud and available for a straight-forward pricing model, TrueSign is available as a stand-alone product or can be easily integrated with the Molly’s existing digital workflow software, OnBase. For the sake of simplicity and housing everything together in one, digital ecosystem, Molly’s court chose to integrate.
A day later, Molly logs onto her familiar OnBase interface and can see she has a few documents waiting for signatures in her signing queue. Let’s journey with Molly through her various signing scenarios:
Applying an internal signature
From her OnBase interface, Molly goes into her signing queue and sees a motion that just needs her signature. At the top of her navigation bar, she clicks “TrueSign now.” The document is then populated in an intuitive TrueSign interface. Molly has two options: she can choose from her pre-set signature stamps at the top and position her signature on the dotted line, or she can quickly hold the “Ctrl” button and double click on the dotted line, applying her pre-selected default signature. After positioning her signature, bar number, date and a seal on the document, Molly clicks complete. She’s taken back to the OnBase interface where Molly can see her freshly validated document. She clicks “complete” one more time, and the document moves along in the workflow queue to the next appropriate person.
Sharing with External Signers
Molly’s next order of business is an appearance order, which must be signed by an attorney who is not a registered user of TrueSign. From her OnBase interface, Molly clicks “send to external party.” A small box appears that allows Molly to create an envelope to send to the external signer. She titles the envelope “Appearance Orders” and adds in the signer’s email, first name and last name.
The first security measure is sending this envelope to a specific email address to which only the designated signer should have access. But Molly wants to add an extra layer of protection, so she also fills in the optional “access code” box. She chooses to make the access code the last four digits of this attorney’s social security number – only a number he would know. When the attorney opens his email, he clicks “open envelope” and is immediately prompted for the access code. He then checks a box consenting to the legally binding nature of his digital signature before the document is populated in the TrueSign interface. Because he’s not a TrueSign user, his user options are slimmed down a bit: no pre-set signatures to choose from, so he’ll have to create a signature using various typed-out fonts, sign with a mouse pad, or use the mobile QR code option. Although he doesn’t have certifying stamps to choose from, he can apply checkmarks if there are boxes to be checked. Once he’s finished, he clicks “complete” and OnBase moves his signed documents to the completed queue, which Molly can see.
Collecting signatures from Internal Signers
With her case coming to a close, Molly finds herself with several documents that first need to be signed by Judge Smith. From her OnBase queue, she selects all the appropriate documents and then clicks, “internal user signing.” Together, the documents move into a holding queue to be signed by Judge Smith, who is on-call that day. From OnBase’s waiting queues, Molly can monitor when the documents are signed and moved along in the proceeding.
Around that time, Judge Smith has just arrived at his kickboxing class, but the instructor is running half an hour behind. Opening his phone, he sees an email notification for documents to be signed. With free Wi-Fi and some time to spare, Judge Smith clicks into the email. TrueSign’s interface quickly populates and, using his smartphone’s signature pad, Judge Smith signs off on Molly’s orders.
Signing Multiple Documents
Molly’s next signing project is a doozy! A 50-page packet with signature requirements in various locations. She chugs along for a bit and, using the “Ctrl + double click” shortcut, is able to work through 30 pages. Breaking for lunch, she clicks “continue later” and saves her progress. After some soup and a walk with her dog, Molly returns for the remaining 20 pages. Afterwards, she clicks “complete” and OnBase delivers the signed 50-page packet back to the sender.
Moving along, she clicks into another document but doesn’t recognize the defendant’s name – this is not her case. Molly clicks “reject” and provides a quick note to the Clerk letting her know this was sent to her by mistake. OnBase then delivers the rejection note back to the Clerk.
Collecting Real-Time Signatures
For a Corrections order, Molly needs her defendant to sign in real-time. They schedule a Zoom call for that afternoon and, through OnBase’s interface, Molly and her defendant walk through the paperwork together. Coming to the signature line, Molly asks “do you agree to these terms?” With the defendant’s consent, Molly clicks “sign now” and, from the drop-down menu, selects “create temp signature.” If the defendant was using a touchscreen, he could use his finger to create his signature. Instead, he opts for the mobile choice. From the “mobile device” tab, a QR code populates. Using his smartphone, he scans the code, clicks TrueSign’s URL and opens the signature pad interface. He quickly signs and dates the document with his phone stylus and then clicks “save.”
Back on the computer screen, he and Molly can see the signature preview and apply it to the dotted line.
Subscribe to Usability Without Sacrificing Integrity
As you saw from Molly’s interaction with her attorney friend, you don’t even have to know what OnBase or TrueSign are to use and/or benefit from them. Designed with intuitive natures and simple OnBase workflow integrations, users can easily welcome in third–party signers – all they need is an email address and a phone. With signed documents in tow, OnBase carries out the leg-work in–between to securely deliver it to the next step in the process.
The digital ecosystem of TrueSign and OnBase meets users – internal and external – where they are by subscribing to today’s remote, on-the-go pace without sacrificing security, authenticity or integrity.
Is TrueSign Compatible with All OnBase Versions?
We’re glad you asked! TrueSign is compatible with all versions of OnBase 15+ with Unity Scripting.
For Existing OnBase Customers
No, you don’t have to re-invent the wheel. We walk you through integrating TrueSign with OnBase’s digital workflow in this step-by-step PDF. Within it includes a link titled, “Download other resources here.” Click it to unpack a zip folder with all the tools and direction needed.