Signatures are a significant part of business as documents or information need to be authenticated. For the authentication and take the process ahead properly. So, be it for approval or authentication, Dynamics 365 for finance and operations helps you with it by offering electronic signatures in D365.
An agreement can be signed quickly and easily using an electronic signature. Despite the fact that electronic signatures are sometimes confused for online signatures, they are significantly more reliable than simply a scanned copy of your signature.
Electronic signatures in D365fo are no different. Invoices, offer letters, sales contracts, and account openings can all be utilized in nearly the same ways as wet signatures, but they are more effective, mobile-friendly, and secure.
Yes. The electronic signature function in Microsoft Dynamics 365 finance and operations enables you to capture a digital signature and thoroughly audit the data being modified, generated, or destroyed.
Electronic signatures can be used for crucial corporate procedures. Some procedures already support electronic signatures. You can also design unique requirements for signatures for any database table and field.
Digital signature functionality is already present in electronic signatures. A legitimate cryptographic certificate must be obtained by every person that signs documents.
The private key corresponding to that certificate is verified when a document is signed. You don’t have to worry as we are going to talk about the process in detail with steps you need to know.
How Do I Add A Signature In Dynamics 365?
If you are not already using it, you can always follow the process below to work on it. Let us take you step by step to help you.
Get Certificate
The first step is obtaining the special certificate proving the legitimacy of the individual supplying the signature. A public and private encrypted key will be generated when you create the certificate. The password you must enter is the public key, which is only known to the person who created the certificate.
To activate the certificate:
- Click on the settings and then click on “User options”.
- Click a tab, “Account”.
- Now, in the account tab, in the “Electronic signature” tab, click the “Get certificate” button.
It will lead you to the pane. Enter the password here. When we later update the vendor bank account details in the example, D365 will prompt us for this password.
To save your password and validate your certificate, click “OK.”
Set Electronic Signature Parameters
The second step is about setting the electronic signature parameters.
- For this, you need to go to the Organization administration > Setup > Electronic signature parameters.
This is where you explain the purpose of the signature thoroughly.
The user will then need to enter a comment on the electronic signature form. It will be when prompted if the “Require comments” flag is enabled.
You can timeout the signature in a predetermined amount of seconds by using the “Signature timeout in seconds” option.
Therefore, if the specified number of seconds passes without the signature being verified, the electronic signature will time out.
In order to detect any suspected fake signatures, it is also possible to send an email alert to a specific recipient.
Electronic Signature Reason Codes
You can specify the reason codes to classify different reasons for modifications.
- Go to Organization administration > Setup > Electronic signature > Electronic signature reason codes to establish a new electronic reason code.
- Then, input a code for the reason code by selecting "New."
- After entering a reason code description, press the "Save" button.
Capture Signature
The process is slightly different in Dynamics AX, but we will follow the exact process in Dynamics 365.
Now that we’ve got the setup in place, we can test our setup and capture the electronic signature. Navigate to workspaces where you want to make some changes. Once you request the changes, click “Save” and then select the reason code you created earlier. Enter a comment for an explanation and click “Ok”.
You will now be prompted for your password on the electronic signing form. The password you used to request the certificate will be the one you entered here.
In order to prevent anyone from signing for a change fraudulently, this password should only be known by you. The modification to the record will be committed to the database once you click the “OK” button. The update won’t be done if you are unable to give the right password.
Audit
How do we use this signature now that we have it? The application recorded information about the change in a database log when you signed up for the change. An auditor, system administrator, compliance officer, or anybody else with security access can read that log.
Go to System management > Inquiries > Database> Database log to examine the database log.
The log can tell us about several things that, include:
- The last update of the table.
- The company.
- The record identification.
- The type of change that occurred.
- The date and time the change occurred.
- The signer.
You can also select the “History” tab if you require more information. The fields that changed, what they were prior to the modification, and what they changed to are all listed on this tab, along with the information mentioned above.
Click the “Signature” option if you require additional information regarding the record, its other fields, and the signature.
Get In Touch
So, if you have a larger number of users, we at DHRP can help you with the electronic signature dynamics 365fo. If you are having trouble integrating electronic signature in dynamics 365, DHRP is the right team for the best solutions. Let’s talk to understand your needs and get it further for the final solution.
