CoSign Connector for Nintex User Guide v6.5

CoSign Connector for Nintex User Guide v6.5
CoSign
Connector
for
Nintex Workflow
Version 6.5
--------------------------------
User Guide
Notice
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by ARX (Algorithmic Research) Ltd.
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For further information, contact ARX (Algorithmic Research) Ltd.
Trademarks
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are trademarks of ARX (Algorithmic Research) Ltd. Other names are trademarks or registered
trademarks of respective owners and are used solely for identification purposes.
ARX (Algorithmic Research) Ltd, Tel. 1-866-EASY-PKI (327-9754) Site: www.arx.com
© Copyright 2013 ARX (Algorithmic Research) Ltd.
All rights reserved.
CoSign Connector for SharePoint – User Guide
Pub. Date 11.13
Pub. No. CSN.SHRPNT.INS.USR V6.5.11.13
Table of Contents
Chapter 1: Using CoSign Connector with Nintex Workflows ................................................................. 2
Using CoSign Connector with Nintex Workflows ................................................................................................... 2
Configuring a CoSign Signature Task in a Workflow in Nintex....................................................................... 3
Retrieving Signature Task Outcome and Signer Comments Values in Nintex ................................................. 5
Configuring an AutoSign with CoSign Custom Action in Nintex ..................................................................... 6
Configuring a Verify with CoSign Custom Action in Nintex ............................................................................ 7
Starting a Workflow ................................................................................................................................................. 9
Signing a Document as Part of a Workflow ........................................................................................................... 11
Index ....................................................................................................................................................... 15
i
Chapter 1: CoSign Connector for Nintex Workflow
Using CoSign Connector for Nintex Workflow
Nintex Workflow is a third party drag-and-drop workflow designer that adds connectivity and
advanced workflow features to the Microsoft SharePoint platform. CoSign connector can be
used within a Nintex designer as a custom action, or as a “custom task” in a Nintex “to-do”
task. Within Nintex workflows:
♦ AutoSign with CoSign and Verify with CoSign are custom actions (see Figure 1).
♦ Signing with CoSign is a custom task that can be used within a native Nintex To-Do task
(see Figure 2).
Figure 1 Nintex Designer –CoSign Custom Actions
2
CoSign Connector for Nintex Workflow
1
Figure 2 Nintex Designer – CoSign Workflow Signature Task
Note: For more information about Nintex Workflows, refer to Nintex documentation.
Configuring a CoSign Signature Task in a Workflow in Nintex
This section describes how to create a CoSign signature task in a Nintex workflow.
To create a Nintex workflow:
1. Click the Workflow menu in the document library options toolbar.
2. Select Create a Workflow in Nintex Workflow.
Figure 3 Workflow – Create a Workflow using Nintex Designer
3
3. Start performing the steps required for creating the workflow. At some point in the
workflow definition, you will need to define a CoSign Signature task. This enables you to
create a signature task that will require a user to either sign a document, reject the signing
task, or delegate it.
Add an Assign to-do task to the workflow.
Figure 4 Assign To-do Task Configuration Screen
4. In the Assignees field specify either a single user or a single group of users. If you specify
a group, the first person to sign or reject the task will complete the task and advance the
workflow to the next step.
5. In the Content Type field:
a. Select Use existing.
b. Select CoSign Workflow Signature Task.
6. In the Signature Profile Name field, optionally specify which signature profile to use for
this task. For example, if the task is that the head of the department must sign the
document, but the document contains many signature fields, you can direct the head of the
department to the specific signature field by selecting the signature profile of the relevant
field.
4
CoSign Connector for Nintex Workflow
1
To specify a signature profile, enter it in the field to the right of the Value drop-down list.
Retrieving Signature Task Outcome and Signer Comments Values in Nintex
A Signature task may have different outcomes after execution. A user might sign the
document, or reject signing the document. In both cases, the task will be executed in the same
manner. In cases where workflow logic is dependent on the results (outcome) of a signature
task, the Signature Task Outcome and Signer Comments values need to be retrieved:
1. Create a workflow variable TaskIDsCollection of type Collection and assign it to the
Store task IDs in field (in Assign to-do task configuration)
2. Add a For each loop from the logic and flow actions and open the configuration screen.
3. Set the Target collection parameter to TaskIDsCollection.
4. Create two additional workflow variables of type Single line of text: taskId and
signResult.
5. Set the Store result in field to the taskId variable.
6. Add a set variable action from the Operations actions and open the configuration screen.
7. The Set field should be set to signResult, and the Equals field should be set to List
lookup.
8. In the Lookup details section (Figure 5), set the following parameters:
♦ Source = Tasks
♦ Field = Signature Task Outcome
♦ When = ID
♦ Equals: Workflow Data , taskId
5
Figure 5 Nintex Set Variable Task Configuration – Lookup Details Section
9. The signResult variable will be set with the task outcome.
10. In order to get the Signer Comments value, an additional Set variable action is required.
This time, the Set field should be set to a new variable of type Single line of text and the
Field property should be set to Signature Task Outcome.
Configuring an AutoSign with CoSign Custom Action in Nintex
An AutoSign with CoSign action provides digital signature functionality without user
interaction. It executes silently and signs a desired item using the specified parameters (see
Figure 6).
Figure 6 Nintex – AutoSign with CoSign custom action
6
CoSign Connector for Nintex Workflow
1
The AutoSign with CoSign action includes the following configuration parameters:
♦ Signature Profile (mandatory) – In case of a document/form, specifies the name of the
existing field/signature profile to be signed.
♦ Signing Reason (optional) – Specifies a reason for signing that will be embedded into the
signature. If a signature field/profile/list item is configured to require a reason for signing,
leaving this field empty will result in an error.
♦ Title (Position) (optional) – Specifies the title (position) of a person in the organization.
The specified value will appear on the signature. If a signature field/profile/list item is
configured to require a title, leaving this field empty will result in an error.
♦ SignatureOutcome (mandatory) – An output parameter that indicates the outcome of a
signing operation. In case of successful signing, the parameter is set to “Signed”. In any
other case, the parameter receives the error message that prevented signing.
♦ Item ID (mandatory) – Specifies the Item ID of the document/form/list item to be signed.
If the desired item to be signed is the “current item”, this field should be set to 0.
♦ Username (mandatory) – Specifies the CoSign username that will be used for signing.
♦ Password (mandatory) – Specifies a password of the user who will be used for signing.
Configuring a Verify with CoSign Custom Action in Nintex
The Verify with CoSign action retrieves digital signatures related information for an item and
stores it in workflow variables (see Figure 7)
Figure 7 Nintex - Verify with CoSign custom action
7
The Verify with CoSign action includes the following configuration parameters:
♦ Item ID (optional) – Specifies the Item ID of the document/form/list item to be
signed. If the desired item to be signed is the “current item”, this field should be left
blank.
♦ Document Status (optional) – An output parameter that specifies whether the
document is valid (all signature are valid) or invalid (one or more signatures are
invalid).
♦ Numbers of valid (optional) – Specifies the number of valid signatures in the
document/form/list item.
♦ Number of unsigned (optional) – Specifies the number of empty signature fields /
lines in the document / form.
♦ Last signer name (optional) – Specifies the full name of the last person who signed
this document/form/list item.
8
CoSign Connector for Nintex Workflow
1
Starting a Workflow
A workflow for a document/form/list item can be started in several ways, both automatically
and manually. One of these mechanisms is described in this section.
To start a workflow:
1. In the document library environment, open the document options menu and select
Workflows.
Figure 8 Document Options Menu – Selecting Workflows
The Workflows screen appears (Figure 9).
9
Figure 9 Workflows Screen
2. In the Workflows screen, click
to select a workflow.
Workflow controls screen appears (Figure 10), enabling you to start the workflow.
Figure 10 Control Workflow Screen
3. Click Start to start the workflow.
10
CoSign Connector for Nintex Workflow
1
Signing a Document as Part of a Workflow
Whenever a user is requested to sign a document as part of a workflow, the system creates a
task for this particular user.
You can view all current tasks by selecting Workflow Tasks in the document library’s left
panel. The Workflow Tasks screen appears (Figure 11), displaying all tasks and their status.
Figure 11 Workflow Tasks Screen
To sign a document as part of a workflow:
1. Click the signing task in the All Tasks screen (Figure 11)
The Sign with CoSign screen appears (Figure 12). The screen is very similar to the one
that appears when signing a document.
11
Figure 12 Sign with CoSign Screen
2. If in the task definition (Figure 4) a specific profile was defined, that profile name is
displayed in the Signature Profile Name dropdown, and you cannot change it. Usually,
the signature profile directs the signer to the intended signature field in the document.
If a signature profile was not defined, a Signature Profiles drop-down list is enabled,
similar to the one that appears when signing a regular document. Select a signature profile
from the list.
12
1
CoSign Connector for Nintex Workflow
3. You can optionally reject a signature operation. If you decide to reject, it is recommended
to enter the reason for the rejection. Clicking Reject will display a Reject Signing screen
(Figure 13).
Figure 13 Reject Signing Screen
4. If the designer of the workflow enabled delegation, the Delegate button will be available
in the Signing Ceremony screen. It allows a user to delegate the signature operation to a
different user or a single group of users. Clicking Delegate will display the Delegate
Signing screen (Figure 14).
Figure 14 Delegate Signing Screen
A user can delegate the task either to a different person or to a group of people.
Delegation comments are optional and can be provided so that the user who will receive
the task will have more information.
5. If you do not reject or delegate the signature operation, click Sign.
Note: If you click the link for a signing task, but the task was already completed, a
signature review screen is displayed.
13
Index
—C—
CoSign signature task
adding in a workflow, 4
viewing task outcome, 11
configuring an AutoSign with CoSign custom
action, 6
retrieving signature task outcome, 5
retrieving signer comments, 5
using with CoSign Connector, 2
—D—
—W—
Document
signing, as part of a workflow, 11
Workflow
adding a CoSign signature task, 4
signing a document as part of a workflow, 11
starting, 9
Workflow task
creating, 4
signing a document, 11
viewing task outcome, 11
—N—
Nintex Workflow
configuring a CoSign signature task, 3
configuring a Verify with CoSign custom action,
7
15
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