eSign Document Management
Document Management App
eSign Document Management app (eDoc) is a comprehensive solution that facilitates the document workflow, control, review and approval process in Confluence.
DOCUMENT REVIEW & APPROVAL
- Review and approve documents with the robust and proven eSign electronic signature engine.
- Signature verification confirms record integrity and that all approvals are valid and content/attachments were not changed after signing.
- Define and configure Document Types each with different approval requirements and workflow options. Individualized signature meanings allow review and approval to be assigned to specific roles (e.g. QA Approval, Compliance Review, etc).
- Generate printable Approval Record reports at any time for audit and inspections.
DOCUMENT WORKFLOW
- Document workflow guides users through the document control process and supports quality system requirements.
- Reviewers receive email Invites to review assigned documents.
- Reviewers can approve or reject each revision with feedback.
- Document workflow configurable at the space level.
- Comprehensive and reportable auditing of every workflow action.
DOCUMENT CONTROL
- Uniquely identify documents with Document Control ID’s and Revision. Supports numeric (01, 02, 03) and alpha revision conventions (AA, AB).
- Assign specific IDs and revisions or allow eDoc to automatically generate unique ID’s and Revisions.
- eDoc will automatically lock approved and released documents to prevent changes after approval. Documents can be Obsoleted.
- eDoc Byline and optional Document Header macro visibly communicates the state of every document and revision (e.g Draft, In Review, Approved, Released, Obsolete, etc)
DOCUMENT RELEASE & PUBLISHING
- Release workflow includes integrated publish feature to copy approved documents to a target space and page. This provides a permanent record of that finalized revision, and a stable location for reference and end-user training.
- After release, the original Working Copy can be revised to author subsequent revisions without impacting the previous released documents.
- Release workflow automatically generates and attaches a PDF Approval Record. This report provides an immutable and portable record of signature verification useful for inspections and audits.
- The previous revision is automatically obsoleted once the next is revision is released.
- Feature included in eDoc; no separate app required.
DOCUMENT TRAINING
- eDoc includes integrated document training capability (e.g. Read & Understood, Read Confirmations).
- Assign users to train on new document revisions.
- Users complete training with compliant electronic signatures.
- Training records detail the document and revision that was trained on.
- Generate printable Training Record reports at any time for audit and inspections.
- Feature included in eDoc; no separate app required.
DOCUMENT SEARCH
- Both Interactive document search and embedded search macros are available.
- Find and display related documents by Document Control ID.
- Search displays review/approval progress for each document, including the list of pending reviewers.
- User Search Macro to power index pages that can display only released documents.
- Search for documents system-wide, by space, or by user.
AUDIT LOG
- Comprehensive audit log retained by eDoc for all document control activities.
- Generate a printable Audit Record report at any time for audits and inspections.
- Assist customers in achieving compliance with standards like ISO 9001 and ISO 13485.
SIGNATURE EXECUTION
- The robust eSign signature engine supports customers in achieving FDA CFR Part 11 compliance to meet requirements for electronic records and signatures.
- Multi-factor authentication with personal Signature Pins in addition to Atlassian Cloud security.
- Personal Signature Pins are persistent and reusable. This allows users to sign multiple documents (for review or training) in a single session without being delayed waiting for an OTP. Pins do expire and can be reset by users as needed.
SIGNATURE MANIFESTATIONS
- Capture User Name, Date/Time and Meaning of each Signature.
- Capture e-mail and Atlassian account ID for non-repudiation. (Necessary for electronic record compliance as Atlassian users may alter their display name.)
- Signatures dates and times presented consistently in the local time zone of each document.
- Capture of Titles. User Titles are saved for reuse and usability.
- Signature meanings are configurable by Document Type.
SIGNATURE INTEGRITY
- Signature verification for record integrity.
- Automatic detection if the Confluence page content or attachments was changed since the signature was captured.
- Verification included in Approval Record report.
- Comprehensive audit trail of all signature activity.
SECURITY & INFRASTRUCTURE
- eDoc hosted on professionally managed and secured Heroku platform on AWS.
- All data at rest is stored within the customer’s Atlassian Cloud environment. No customer data is persisted on eDoc infrastructure.
- All data in transit encrypted via TLS.
- AWS Cloudfront Global CDN for optimal regional performance.
CONFIGURATION
- Configure allowable document types, workflow and approvals options at the Space level.
- Administration functions are restricted to Owners and Space Administrators.
Contact Us
If you have any questions about the apps, or are require a new feature, please don't hesitate to get in touch by emailing us at support@esign-app.com or via the form below.