Rock U - Event & Calendar - Electronic Signatures

Transcribed Video Content

Rock ships with an electronic signature feature that allows you to collect signatures as part of an event registration or as part of a workflow. This could be used for any type of form, releases or waivers or any kind of document that you need a person to sign. So let's take a look at how it works. Before you can start collecting signatures, you need to create the document that'll be signed. And you can do this under admin tools and general settings and signature documents. Alright. Here, you'll see that we have a couple that ship with Rock. One is a field trip release and one is a photo release. So let's go ahead and take a look at the field trip release just as an example. These are here so that you can copy them to change them for your own purposes, just here as examples. But, this screen is where you would go to find and manage signed versions of the document. They would be listed down here once they've been signed. But we can edit the document itself by clicking the edit button here. So we start with the basic name and description, and we wanna make sure it's active. It needs to be active to be able to be used. Then we have down here the document term. And that term will be seen in the electronic signature receipt system communication, and during event registration when you're referring to the document. So after the person signs the document, they can type in their email address and get emailed a copy of the signed document. And it's in that system communication that gets sent to them that you'll see this document term here. So this is a release, so we're calling it a release. Okay. Next is the file type, which we have digitally signed documents. Makes sense. So looking at the signature input type, here you would pick that the person signs the document by typing their name or by drawing a signature with with their finger or with the mouse. You should select typed instead of drawn, typically. And the reason for that is that a drawn signature is considered personal personally identifiable information, and storing it in Rock may have legal consequences. So if you're not sure, play it safe and just use the typed signature. Then over here, we have the completion email template. So when the person signs the document, they'll be prompted to provide their email address so a copy of the signed document can be sent to them. Rock ships with the electronic signature receipt system communication specifically for this purpose. But you can choose a different template if you wanted to. Now, as we scroll down, here is the Lava template that makes up the actual document itself, using Lava and HTML. And, of course, you'll note that you can switch between the edit and preview mode. So here's what the preview looks , but we can switch back over to the edit mode to edit it. And you'll notice that there's a little link up here that says template tips. And these are just some tips to help you build your form. Okay. So that's how you'll create your documents. Now, we'll see how they get used. We'll start with event registration. So we'll navigate over to tools and event registration. And we'll go ahead and look at the summer camp template. And we'll go ahead and edit that. And under the details panel here, we have a spot down below for required signature document. And then here we can pick our, our document that we were just looking at, the field trip release. And we can pick that and apply it to the registration. So what this will do is it'll add the signature document into the registration process so the registrar can fill it out for each registrant. The document must be signed during the registration process, and you need to be using the Obsidian version of the registration entry block. So keep that in mind. Next, let's look at how to add a signature document to a workflow. We'll navigate over to admin tools, then general settings, and workflow configuration. Okay. And from here, we're gonna go ahead and create a new workflow. We'll just put it under the samples category. And if we come down here to the start, we'll add an action, and we'll just call this electronic signature. Okay. So the action type for this is gonna be electronic signature, which is under the workflow control menu. So we'll come down here to electronic signature. Okay. So we have first our signature document template. Okay. So, this is where you pick which signature document you want to use in your workflow. So, we might pick photo release. Okay. Then you have the applies to person. And this is the person that the document applies to. So if a parent is signing the form for their child, the child would be the applies to person, and it's looking for a workflow attribute for that. Then we have the assigned to person, and this is the person responsible for signing the document. Again, if this were a parent signing a document for their child, the assigned to person would be the parent. It's not required to have an assigned to person, so you can definitely leave that blank if it doesn't make sense to have it. The signed by person, as you've probably guessed, is the person who actually signed the document. Then down here, we have the signature document. A PDF is generated of the signed document, and this is the workflow attribute that you wanna store the document in, perhaps for use in later actions. So you can store the document itself as as an attribute in the workflow. And then down at the bottom is the signature document name. And this is a lava enabled field that lets you set the name of the document that gets created. And then that's all you need. With this action in place, the person will be prompted to sign the document, very much how people are prompted to complete a form using the form workflow action. So, we've mentioned how people can get a PDF of the document emailed to them after they've signed it. Rock will automatically generate those documents if it can. But, if you're running web services on Azure or if you're running Rock in an environment that does not support running Puppeteer or Chrome on the server, you'll need a third party service to handle PDF generation. We recommend browserlist.io. Once you're all signed up with them, you'll wanna head to, admin tools, system settings, and system configuration. And then here, there's a field for PDF external render endpoint. This will be provided to you by browserlist.io, and there's an example of what it should look in the, Rock Admin Hero Guide manual. So that's how you set up and use electronic signature documents. For more information, as we said, check out the Rock Admin Hero Guide. Thanks for watching.