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Share Point Server 2007ù Workflows I I I Collect Digital Signatures For A File

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  • Before you begin: Students taking this course should know what workflows are and understand the basic concepts behind them. Or, they can take the Microsoft Office Online training presentation titled, “Workflows I: Basics you should know.” [ Notes to trainer : For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides. Adobe Flash animations : This template contains Flash animations. These will play in PowerPoint 2000 and later. However: If you want to save this template in PowerPoint 2007, save it in the earlier PowerPoint file format: PowerPoint 97-2003 Presentation (*.ppt) or PowerPoint 97-2003 Template (*.pot) (you’ll see the file types in the Save As dialog box, next to Save as type) . Warning: If you save it in a PowerPoint 2007 file format, such as PowerPoint Presentation (*.pptx) or PowerPoint Template (*.potx) , the animations won’t be retained in the saved file. Also : Because this presentation contains Flash animations, saving the template may cause a warning message to appear regarding personal information. Unless you add information to the properties of the Flash file itself, this warning does not apply to this presentation. Click OK on the message.]

Share Point Server 2007ù Workflows I I I Collect Digital Signatures For A File Presentation Transcript

  • 1. Microsoft ® Office SharePoint ® 2007 Training Workflows III: Collect digital signatures for a file Jim Taliaferro Community Mental Health Center
  • 2. Course contents
    • Overview: Sign yourself up
    • Lesson: How to collect signatures
    Workflows III: Collect digital signatures for a file The lesson concludes with a short set of questions to test your understanding of the material.
  • 3. Overview: Sign yourself up Workflows III: Collect digital signatures for a file Does your organization use a Microsoft Office SharePoint Server 2007 site? Do you need people to sign files? If so, you should learn how to use the Collect Signatures workflow, which enables you to quickly and easily gather signatures for a file.
  • 4. Course goals
    • Understand why you’d want to use the Collect Signatures workflow.
    • Prepare a file for the Collect Signatures workflow.
    • See what happens while the workflow is running, and see what things look like when it’s complete.
    Workflows III: Collect digital signatures for a file
  • 5. Lesson How to collect signatures
  • 6. How to collect signatures Workflows III: Collect digital signatures for a file Does your business require certain files to be signed by employees? Do you routinely go door to door, asking people to sign things? Instead of running around the hallways, use the Collect Signatures workflow. This workflow lets you collect digital signatures for a file stored on a SharePoint Server 2007 site.
  • 7. What is a digital signature? Workflows III: Collect digital signatures for a file A digital signature is a typed signature that someone can add to a file. Instead of signing a printed document with a pen, they sign the file electronically by typing. In this example, Judy Lew, an event planner, has created a budget for an upcoming conference event. She signed the file, agreeing to the forecasted expense amounts. And she obtained signatures from both Kevin and Dan, since they must approve of any spending she does.
  • 8. What’s special about digital signatures? Workflows III: Collect digital signatures for a file A digital signature is more than just a box with someone’s name typed inside it. Behind the scenes, attached to that signature, is a digital certificate . A digital certificate accompanies a digital signature. It is a means of proving identity to the signature. Certificates are issued by a certification authority, and, like a driver’s license, can expire or be revoked.
  • 9. What’s special about digital signatures (cont.) Workflows III: Collect digital signatures for a file Here’s something else that’s important to know about digital signatures and files: After the first person signs, the file will become read only . Later, other signatures can be filled out, but no changes to the file can be made. This ensures that the first person doesn’t sign something different than the rest of the signers.
  • 10. Where do you get a digital certificate? Workflows III: Collect digital signatures for a file So where do you get a digital certificate? Often your IT department will have a certificate established for you on your computer, so in many cases you don’t have to do anything extra; just sign the file and the certificate will be associated with it automatically. But if you don’t have a certificate, you’ll have to get one if you want to sign a file.
  • 11. What’s needed Workflows III: Collect digital signatures for a file A quick note: the signatures described in this course are only available when using Microsoft Office ® Word 2007 and Microsoft Office ® Excel ® 2007. This course will explain the overall process using Excel 2007. But the process is the same in Word 2007.
  • 12. Prepare the file for signatures Workflows III: Collect digital signatures for a file Now on to the meat of the matter: how to get signatures into a file. Before Judy can collect signatures, she needs to prepare her file. First, she needs to add three empty signature lines to the file so that there are spots for three signatures: one for herself, one for Kevin, and one for Dan. The animation shows how she does it. Animation: Right-click, and click Play .
  • 13. Prepare the file for signatures Workflows III: Collect digital signatures for a file Now on to the meat of the matter: how to get signatures into a file. Before Judy can collect signatures, she needs to prepare this file. First, she needs to add three empty signature lines to the file so that there are spots for three signatures: one for herself, one for Kevin, and one for Dan.
  • 14. Prepare the file for signatures Workflows III: Collect digital signatures for a file Judy inserts her cursor into the file. She clicks the Insert tab, and then clicks Signature Line , as shown here. She types the name, title, and e-mail address for herself. She repeats this process for Kevin Cook and Dan Park. She then saves the file.
  • 15. Sign it yourself Workflows III: Collect digital signatures for a file Another thing Judy should do prior to starting the workflow: sign her own signature line. This will make the file Read-Only to everyone else from that point on, which helps ensure that the file isn’t changed from the time she signs it, to the time that Kevin and Dan sign it. Animation: Right-click, and click Play .
  • 16. Sign it yourself Workflows III: Collect digital signatures for a file Another thing Judy should do prior to starting the workflow: sign her own signature line. This will make the file Read-Only to everyone else from that point on, which helps ensure that the file doesn’t get changed from the time she signs it, to the time that Kevin and Dan sign it.
  • 17. How it all works Workflows III: Collect digital signatures for a file Now it’s time to start the workflow so that the other two signatures can be collected. Unlike the other two workflows you may be familiar with, this one must be started in the program you are using. The animation shows how Judy starts this workflow and what the experience is like for the people involved. Animation: Right-click, and click Play .
  • 18. How it all works Workflows III: Collect digital signatures for a file Now it’s time to start the workflow so that the other two signatures can be collected. Unlike the other two workflows you may be familiar with, this one must be started in the program you are using. First, click the Microsoft Office Button, and then click Workflow . Next, as shown, click the Start button next to Collect Signatures .
  • 19. Certificate Workflows III: Collect digital signatures for a file If a signer doesn’t have a digital certificate, he or she may get this message when trying to sign the file. It explains that a digital ID is needed. The best option is to click the first choice to get a digital ID from a Microsoft partner. After clicking OK , a Web page will open with a handful of providers to choose from.
  • 20. Test question 1
    • How do you start the Collect Signatures workflow? (Pick one answer.)
    Workflows III: Collect digital signatures for a file
    • Like the other two workflows. Hover over the file in the library, click the arrow that appears, and then click Workflows .
    • Hover over the file in Windows Explorer, then click Start Workflow .
    • Open the file from the library, click Insert , and then click Signature line .
    • Open the file from the library, click the Microsoft Office Button , and then click Workflows.
  • 21. Test question 1: Answer
    • Open the file from the library, click the Microsoft Office Button , and then click Workflows .
    Workflows III: Collect digital signatures for a file From there, choose the Collect Signatures workflow to start.
  • 22. Test question 2
    • What is a digital certificate? (Pick one answer.)
    Workflows III: Collect digital signatures for a file
    • Your complete and full name typed in a file.
    • Your complete and full name typed, or you can sign it using a TabletPC.
    • An object you can insert into a file by clicking Signature Line on the Insert tab.
    • A means of proving identity to a digital signature.
  • 23. Test question 2: Answer
    • A means of proving identity to a digital signature.
    Workflows III: Collect digital signatures for a file A digital certificate accompanies a signature. Certificates are issued by a certification authority, and, like a driver’s license, can expire or be revoked.
  • 24. Test question 3
    • What happens when you are the first to sign a file? (Pick one answer.)
    Workflows III: Collect digital signatures for a file
    • The file is locked and no one else may open it again.
    • The file is made read only so that no one else may change it.
    • The file is still changeable so that other people can sign it.
    • The file is sent to the workflow initiator as an e-mail attachment
  • 25. Test question 3: Answer
    • The file is made read only so that no one else may change it.
    Workflows III: Collect digital signatures for a file The file becomes read only so that other signers don’t change it. People can still sign the file, they just can’t make changes.