Signature Workflows

Signature Workflows

Overview

The signature workflow feature for electronic grading forms allows signatures and approvals to be managed digitally, removing the need for in-person signing on a specific device. Here’s how to complete the process:

Where can signature workflow be used?

The signature workflow can be used in the following areas within the platform:

  1. All general forms: Signature workflows are available for standard forms that require digital approval.
  2. Course-related forms: Within a course, signature workflows are supported for specific form types, including:
    1. Work sessions
    2. Record blocks
    3. Form blocks
Info
Currently, signature workflows are not yet implemented in crew lists (forms) or attendance lists.

Workflows can start automatically or manually

Workflows for collecting signatures can be initiated either automatically or manually, depending on your configuration:
  1. Automatic workflows: These start as soon as the form is submitted. If your settings specify automatic initiation, the system will launch the signature collection process right after the form is completed, without any additional action required from users.
  2. Manual workflows: In these cases, the workflow must be started by an administrator from a Task. This provides control over when the signature collection process begins, allowing it to be triggered only when you need it.

Getting Started with Signature Workflows for Forms

To configure signature workflows on a form, follow these steps:

Edit Form Settings

Before opening the form itself, click the edit icon for the form to access its settings.
In the settings dialog, locate the options for signature workflows:
  1. Off: No signature workflow will be used.
  2. On (Manual): An administrator must start the workflow from the Task related to the submitted form.
  3. On (Auto-start): The workflow begins automatically as soon as the form is submitted.



  1. Open the form and add the necessary crew fields and signature fields.
  2. For each signature field, click on it to select which crew field the signature should be associated with. This ensures that each signature collected is properly linked to the intended crew member or participant.

Course-Level Signature Workflows

Digital signatures on course-related documents are applied automatically once the underlying form already has a workflow configured. No extra configuration is required at the course level.
  1. Configure and test the signature workflow on the form before adding the form to courses.
  2. Confirm that required crew and signature fields are properly linked so the workflow has all information it needs to launch.
  3. After adding the form to a course, create a quick sandbox enrollment (e.g., a test student) and submit a dummy form to verify that the workflow triggers as expected.
  4. Publish or assign the course once validation is complete.

Task management

Manual Start of Signature Flow

When a form is configured for manual initiation, it will appear in the Tasks section. To begin the signature process, simply click the “Start Signature Flow” button. This action will trigger an email notification to all designated recipients, providing them with instructions to log in to their CrewDox account and complete the signature.

If necessary, you can also send reminders directly from the task list to prompt recipients who have not yet signed.




Warning

If a form is returned to the instructor, all existing signatures are removed. A new signature flow is initiated once the form is resubmitted.

This ensures the integrity of the signed content by preventing any modifications to a form after a trainee has already signed it.


The signature interface

Signers can access their pending signature requests via the left-hand menu in CrewDox. This opens the Signatures section, which displays a list of all forms awaiting their signature.

To proceed:

  1. Click on the relevant row to open the signature page.
  2. On the signature page, the signer can type their name into the designated field.
  3. Click “Sign” to complete the process.






The completed form

Once all required signatures have been received, the task will be marked as approval ready, following the standard workflow.

The final PDF version of the form will include:

  1. All signatures in the designated areas
  2. A timestamp for each signature, indicating when it was signed




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