Sign, distribute and download reports

Signing a report

From the Generate report option, you can configure the signature of any report so that it is signed before distribution.

1. Open the Generate report screen from Risks or Organisation.
2. Click on the Signatures tab and select New.
3. On the Signatures screen, fill in the necessary fields: Name, Position, Person (among others).
4. Click Accept and then Accept on Generate report.
5. Click Save on the relevant record screen.

Fields in the “Signatures” block

• Name: heading that will appear in the signature section of the report (for example, Approved by, Prepared by, Signed by).
• Position: position of the person signing. Appears in the signature field.
• Person: first and last name of the signer. If the Digitally sign the report option is checked, the report will be sent to that person’s email.
• Order: order in which each signature will appear in the report and order of sending for digital signing.
• Signature with acceptance/rejection: allows the person to Accept and sign or Reject the document and indicate the reason.

Tip

To have all people receive the report at the same time, leave a “1” in the Order field. For sequential sending, indicate “1”, “2”, “3”, etc.

Caution

If a document is rejected, the application cancels the upcoming signatures, deactivates the report and generates a SmartStatus alert to the responsible person to resolve the issue.

Note

• When Digitally sign the report is checked, the report is sent to the selected people for signing. If unchecked, the report will still be generated and can be signed manually.
• If you add content in the Signatures tab, the Digitally sign the report and Send report via email checkboxes are automatically checked.

Distributing a report

1. Configure the report signatures beforehand.
2. From the Generate report screen, click on the Distribution scopes tab and select New.
3. On the new Scope screen, fill in the fields and click Accept.
4. Click Accept on Generate report and then Save on the record screen.

Note

• The programme will send the document to the applicable people once it has been signed by all those indicated in Signatures.
• For automatic sending to work, each person’s emails must be previously registered from the Organisation module.
• The Distribute to future employees checkbox automatically distributes the document to new employees (a new employee is considered as such when assigned a job position).

Viewing and downloading reports

Viewing and downloading are done from the Smart module, with two options: Reports screen or Attachments screen.

From “Reports”

1. Access the Smart module and open the Reports tab.
2. Click the Download icon of the desired record.
3. To download multiple reports at once, select the records, open Operations and choose Download reports in bulk.

From “Attachments”

1. Access the Smart module and open the Attachments tab.
2. Click the icon of the desired record to download a single report.
3. To download several at once, select the records, open Operations and choose Download attachments in bulk.