Scanned Signatures

Scan a Signature and Associate it with an Employee

1. Have the employee sign their name on a plain white piece of paper.
2. Scan the signature and save it as a PNG, JPG, or TIF image.
   Note: To avoid image distortion from data compression, you may want to save the file in TIF format.
3. Open the scanned signature in an image-editing program.
4. Crop the signature so that there is minimal white space around it.
5. Resize the signature to 1.5 inches long x 0.5 inches high, or 750 pixels long x 200 pixels high.
   
   Note: Sizing the signature to these exact dimensions will most likely distort the signature. As long as the length is correct and the height is relatively close, the signature will be acceptable.
6. Save the image.
7. Log into Applied Epic.
8. Access the Accounts area and locate the employee in question.
   1. To access Accounts from the Home screen, do one of the following:

   1. • Click Accounts on the navigation panel.
      • Click Areas > Accounts on the menubar.
      • Click the down arrow next to Home on the options bar and select Accounts.
      • Click Locate on the options bar.

   To access Accounts from another area of the program, do one of the following:

   • Click Home > Accounts on the menubar.
   • Click the down arrow next to Home on the options bar and select Accounts.
   • Click Locate on the options bar.

   2. In the Locate account dropdown menu, select Employee.
   3. In the Locate by dropdown menu, select the appropriate option.

   4. Select the suitable checkbox or checkboxes to the right.

      • Active
      • Inactive
   5. Enter the first few letters of the name, lookup code, phone number, etc. (depending on the selection in the Locate by dropdown menu) and press [Enter] or click Locate.
      
      Note: Location by phone number searches all phone numbers associated with client and contact accounts (e.g., residential, mobile, fax).
   6. The Results list displays all of the employees who match the criteria you entered. Click on a column heading to sort the list by that category. For example, click the Last Name column heading to sort by last name in ascending order. To sort in descending order, click the Last Name column heading again.
9. Highlight the desired employee in the Results list.

10. Do one of the following:
    

    • Click New > Attachment > Existing File on the navigation panel.
    • Click File > New > Attachment > Existing File on the menubar.

Note: You can also access this workflow by clicking the Add button from the Attachments area.

11. Browse to and select the saved signature file.
12. Select the Employee signature checkbox.
13. Click Finish.

Give Other Employees Access to the Scanned Signature

Employees must be granted access to each signature they will use. Employees automatically have access to their own signatures, and Enterprise Admin logins have access to all scanned signatures.

Signatures for which an employee is not granted access do not display in the Scanned Signatures dropdown menu in the Distribution Manager.

1. Access the Accounts area and locate the employee in question.
   1. To access Accounts from the Home screen, do one of the following:

   1. • Click Accounts on the navigation panel.
      • Click Areas > Accounts on the menubar.
      • Click the down arrow next to Home on the options bar and select Accounts.
      • Click Locate on the options bar.

   To access Accounts from another area of the program, do one of the following:

   • Click Home > Accounts on the menubar.
   • Click the down arrow next to Home on the options bar and select Accounts.
   • Click Locate on the options bar.

   2. In the Locate account dropdown menu, select Employee.
   3. In the Locate by dropdown menu, select the appropriate option.

   4. Select the suitable checkbox or checkboxes to the right.

      • Active
      • Inactive
   5. Enter the first few letters of the name, lookup code, phone number, etc. (depending on the selection in the Locate by dropdown menu) and press [Enter] or click Locate.
      
      Note: Location by phone number searches all phone numbers associated with client and contact accounts (e.g., residential, mobile, fax).
   6. The Results list displays all of the employees who match the criteria you entered. Click on a column heading to sort the list by that category. For example, click the Last Name column heading to sort by last name in ascending order. To sort in descending order, click the Last Name column heading again.
2. Highlight the employee whose signature will be shared in the Results list and do one of the following:
   • Click the Edit button to the left of the list.
   • Click File > Open on the menubar.
   • Click Account Detail on the navigation panel.
   • Double click the employee.
   • Press [Ctrl]+O.
3. Click the Personnel tab.
4. In the Authorized Signature Users section, click the Add button.
5. Select the appropriate radio button in the Add Authorization pop-up window:
   
   • Individual employees

     1. Click the Select All link label if all employees are to have access to this person's signature.

     2. To narrow the list of scanned employees, use the filter above the list.

     

      

     These are the choices in the first dropdown menu:

     1. • Lookup Code
        • Name
        • Department
        • Job Title
        • Structure

     The following choices are available in the second dropdown menu:

     1. • Equals: Enter the search criterion (e.g., the full name or department) in the field to the right. Click Find.
        • Contains: Enter at least one letter of the search criterion (e.g., part of the full name or department) in the field to the right. Click Find.

     3. Select the employee who will have access to the signature on the selected account.

     4. Click Add to add the highlighted employee and add another one.
        
        Click Finish if there are no other signatures to add.

   • Security groups

     Note: Security groups are set up in Group Security Configuration.

     1. Click the Select All link label if all security groups are to have access to this employee's signature. You may also use the checkboxes to the left to select individual security groups.

     2. Click Add to add the selected security group(s) and select another one.
        
        Click Finish if there are no other security groups to add.

6. To remove authorized signature users from the employee's list, click to highlight the desired individual or group and do one of the following:
   
   • Click Delete.
   • Press [Delete] on your keyboard.