Attach a Signature to a Provider Record
BE ADVISED:
Six fields are commonly used for a signature file attachment for the Provider or Contact record. This Workflow is intended solely for file attachments that are related to the signatories for official documents such as the testamur, transcript, and AHEGS. The file attachment details can be used across many templates, and each template that is to use these details will require that a support request be raised, to authorise Silverband to update the template to use the new details.
WARNING:
Changing an image file will be immediately effective across all letter and report templates that are currently using that image file.
Workflow
Load the Provider’s Record that you want to add an attachment to by choosing Providers > Search menus on the side. Refer to the workflow on “Search a Provider Record” if you need a more detailed step.
Once the Provider Record is loaded, go to the file attachment section, you can either scroll down the page and look for the ASSOCIATED FILE ATTACHMENTS Form section, or choose Providers > Edit Details > Files menus on the side. This will automatically scroll down the page to the attachment section.
Click the ADD FILE ATTACHMENT button, or, to edit an existing file attachment record, find the relevant record in the list and click the pencil icon to the right edge of the record. This will open the EDIT FILE ATTACHMENT Form section.
In the EDIT FILE ATTACHMENT Form, fill out the following information (fields highlighted in BLUE are optional, RED are required).
NOTE:
The Permission Level field should be set to the lowest permission level that is to be allowed access to read or open the file, such as Staff. It is recommended not to set it to the Student level for security reasons.
The Purpose dropdown field should be set as Signature.
The Name field should be set as Signature since the attachment relates to the signature that will appear on the templates. This name is how we refer to the file attachment record. 'Signature' is case sensitive including the uppercase S.
The Category field can also be used if its dropdown box has been populated with options.
The Description field can be configured for your site to contain the name of the current Registrar or Dean and that name will appear on the templates. Immediately on the next line in the Description field under the name, you can add the official position title of the person whose signature will appear on the templates. Note that the position title will also appear whenever the Description field of the file attachment record is used on the template. If the Description field is not being used by your site in this way, the field can be used as a description of the file attachment.
The Status field should be set as Published.
The Permission Level field should be set to the lowest permission level that is to be allowed access to read or open the file, such as Staff. It is recommended not to set it to the Student level for security reasons.
It is not necessary to upload an image file in the file attachment record, but this should contain the signature of the person who represents the provider, and the image should be set to have a transparent background. The transparent background allows for the signature to appear superimposed on the template without obscuring any part of any background image that may also be printed.
Once these details have been added, you are then able to update these details as you please, without the need to raise a support request with the Silverband Helpdesk. The new details will be immediately updated across all templates that are currently configured to use them.
Click the Choose file button and locate the file that you want to attach.
Click the SAVE FILE ATTACHMENT button.
SUCCESS:
Once these details have been added, you are then able to update these details as you please, and the new details will be immediately updated across all report and letter templates that are currently configured to use them.
Produce a letter or report that uses the file attachment, to verify that the changes appear as you intend. If changes are required, repeat the steps above until the changes are suitable. When further help may be needed, raise a support request via the Silverband Helpdesk, describing the nature of the issue.
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