v4.0.28

Signing, authorizing and amending

contents | prev | next

It is possible to sign and authorize certain records and to make amendments after they have been signed or authorized. This is controlled by a special menu on the record pages.

The signing menu

The signing menu

By default eCAT allows only Experiments to be signed, authorized and amended. Other templates of records can also be signed, authorized and amended if your system administrator has selected this functionality.

Signing

After a record has been signed it cannot be edited again. Instead, only amendments are possible. A record can be signed by many users, but it cannot be signed twice by the same user unless it has been amended again since that user previously signed it. To sign a record a user need only click the Sign menu entry. The user is then presented with the following screen:

The signing page

The signing page

Clicking Sign will then sign the record - in this case an Experiment.

Authorizing

After a record is authorized it cannot be edited again. Instead, only amendments are possible � there is more on amending in the next paragraph. A record can be authorized only once in its lifetime. To authorize a record a user need only click the Authorize menu entry. The user is then presented with the following screen:

The authorize page

The authorize page

Clicking Authorize will then authorize the record.

Amending

After a record has been signed or authorized it can no longer be edited. Users with edit permission, however, are allowed to amend the record.

In order to amend a record click the Amend link in the signing menu link to start making an amendment. This link will not be clickable if the record has not already been signed or authorized.

The amend option

The amend option


Making the Amendment

When the amend link is clicked you are taken to the record editing screen. The list of amendments is shown at the top.

Editing a new amendment

Editing a new amendment

Clicking on the icon in the editor displays the editor like a normal record and the amendment can be entered into the editor and then saved by clicking Save.

Note that the other field editors like "Method" are not available anymore because the record has been signed. In addition the record cannot be renamed.

An Experiment field after being signed

An Experiment field after being signed

After the amendment has been saved, the record shows the amendment at the top. In addition the sign menu is clickable again because a record can be signed again after it has been amended. The authorize option will be available if the record has never been authorized before because a record can be authorized only once irrespective of the number of times it has been amended.

Resigning an amendment

Resigning an amendment

Until the record is signed again or authorized, additional edits will edit the current amendment. If you click amend again, you are taken back to the editing page but you can only edit the current amendment.

Editing an amendment

Editing an existing amendment

If the record is now signed or authorized, then any further edits will be made in a new amendment.

Creating a second amendment

Creating a second amendment

When multiple amendments have been saved to a record they are shown in reverse order (newest first) in a list at the top of the record.

A second amendment

A second amendment


Permissions for Signing, Authorizing and Amending

Administrative users can set the permissions to allow users to sign and authorize records. The link to this screen is found on both Project and Experiment records menu and is called "Signing Permissions". In a similar way to signing itself, whether or not a record allows the setting of signing permissions is determined by the template of the record and can be modified in the template editor.

The signing permissions page

The signing permissions page

Permissions for signing and authorizing work the same way as normal permissions, i.e. the permissions are inherited from the parent record if they are not set on the current record. Setting permission for a parent therefore sets permission for any records that are children of that record unless those records have specifically set sign and authorize permissions. This is why it can be beneficial to have a record type which allows the setting of Signing Permissions, but not actual Signing - Project is the default example of such a template.

For example, if you have a Project that contains 100 Experiments, having to set signing permissions for each of the 100 experiments would be a slow process. Instead you can set the permissions just on the Project and they will cascade down to each of the 100 children.

A user has sign or authorize permission if they have been given that permission or if they are a member of any groups that have that permission.

History of Signing, Authorizing and Amending

The experiment keeps a record of all sign, authorize and amend events that have occurred. This can be viewed at the bottom of the experiment record.

The signing history table

The signing history table