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Electronic signatures

If you need to maintain 21 CFR Part 11 compliance or want users to verify their identity when performing sensitive actions, you can enable electronic signatures in your environment. With electronic signatures, users verify their identity by inputting one-time verification codes from a TOTP-compatible authenticator app when completing tasks, such as reviewing and approving documents.

Verification code prompt when completing workflow activities

To configure electronic signatures, each user must set up an authenticator app, and an administrator must assign the CM_Electronic_Signer custom permission set to users and enable electronic signature on the MCM Global Setting.

Note

Once electronic signature is enabled, it is required for all workflow tasks.

Configure authenticator app

Users must set up electronic signatures for themselves by configuring a TOTP-compatible authenticator app with Salesforce.

Note

To complete electronic signature configuration, users must have a TOTP-compatible authenticator app, like 1Password, Google Authenticator, Microsoft Authenticator, or Salesforce Authenticator.

To set up electronic signature:

  1. From the MCM Console, click Electronic Signature Setup in the utility bar. The Electronic Signature Setup form opens.

    Electronic signature setup

  2. In your authenticator app, scan the QR code found in the Electronic Signature Setup form. Once the QR code has been accepted, the authenticator app will begin generating one-time passwords.

  3. Enter a password from the authenticator app into the Electronic Signature Setup form.

  4. Click Verify.

Assign the CM Electronic Signer custom permission set

Administrators need to assign users the CM Electronic Signer custom permission set. For instructions on how to assign the CM Electronic Signer custom permission set to users, visit Users.

Enable electronic signatures

Note

Before enabling electronic signatures, ensure all users have configured electronic signature, otherwise, they will not be able to complete workflow activities. Once enabled, it is required for all workflow tasks. Visit Configure authenticator app.

To enable electronic signature in the org:

  1. Navigate to the CM_Default record on the MCM Global Setting Custom Metadata Type.

    1. In the Quick Find box in Setup, search for and select Custom Metadata Types.

    2. In the MCM Global Setting row, click Manage Records.

    3. In the CM_Default row, click Edit.

  2. Check the Require Electronic Signatures checkbox.

  3. Click Save.