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ALVAO Electronic Handover Forms

This module allows electronic signing of handover protocols in the ALVAO WebApp application without the need to print them in paper and archiving the signed documents or their subsequent scanning, respectively.

Computer Requirements

  • ALVAO Asset Management
  • Microsoft Word 2007 or Later

Module Installation and Activation

The module is a part of ALVAO Asset Management product installation. The module must be activated with the activation key which you can receive from your ALVAO system vendor. Select the Enter activation key command in the ALVAO WA – Management – License menu and enter the activation key.

Handover protocol issue

If you request signing the protocol, use the following procedure:
  1. Select the user to whom you handed the object over from the objects tree.
  2. Select Print command from the context menu.
  3. A list of print reports opens. Select Internal handover protocol, cumulative.
    Note:
    The returning of individual assets via the differential handover protocol cannot be confirmed electronically; we therefore recommend using the cumulative handover protocol. When signing the protocol, the user confirms a complete list of his/her assets and so he/she has better control of the current status of the assets.
  4. Select the Signing Method on the form: Over Web.
  5. After clicking OK, the Recipient receives an e-mail with the link to ALVAO WebApp where he/she can view and sign the handover protocol.
  6. As the final step you can view the print report in MS Word.
Notification:
To create an attachment in the PDF format you need to have Microsoft Word 2007 or later installed on the computer.
Note:
The recipient's e-mail address comes from ALVAO management (not from ALVAO Asset Management Console). User matching between Management and AM Console is done based on the GUID, personal number, user name, and e-mail (in this order).

Signing the protocol over web

The employee to whom the asset is transfered receives an e-mail with the message that an asset has been transfered to him/her and that his/her signature is required.
In the e-mail text there is a link to the ALVAO WebApp page with the user's documents.

To sign the handover protocol:

  1. Go to My Documents page.
  2. Open the required document and check it.
  3. Click on the Sign in the document.
  4. Then you will be asked whether you accept the document content.
  5. Select I confirm which signs the handover protocol and records the date, person who signs it, and name of the computer from which the signing has been performed.

Messages Settings

If you want to change the text of recipient e-mail, notification messages, sending time, period, etc., use the following procedure:
  1. Run the ALVAO WebApp application.
  2. Select documents over web under Management – Asset Management – Settings.
  3. The Signing Documents over Web window displays, where you can edit the notification settings.
Tip:
The notifications can also be defined in multiple languages.

Signing Check

If you want to check the document signing status, use the following procedure:
  1. In the AM Console select Tools – Lists – Documents from the main menu.
  2. View the Signing Method, Signed in, Signed by, and Signed from Computer column in the displayed list.
  3. Find (e.g. using the filter) the required document, its signing method is Over Web.
  4. The document is signed if the Signed in and Signed by column contains date and person who signed it. The Signed from Computer column then contains name of the computer from which the document has been signed.

Signing Method Change

If the protocol has been signed by another method (e.g. you printed the handover protocol ex post and the recipient signed it manually) and you want to change the signing method, use the following procedure:
  1. In the AM Console select Tools – Lists – Documents from the main menu.
  2. Select the required handover protocol in the list and select Edit.
  3. Set the Signing Method to the required value.

Setting the Workflow Text on the My Documents Page

You can change the workflow text on the My Documents page simply by using the SQL command on your ALVAO database.

UPDATE tProperty SET sPropertyValue='text postupu odkaz' WHERE sProperty='AM.MyDocumentsWorkflowText';
UPDATE tLocalization SET NeedsUpdate=1 WHERE sTable='tProperty' AND iRecordId=(SELECT id FROM tProperty WHERE sProperty='AM.MyDocumentsWorkflowText');
Tip:
The text can also be set in html format and in multiple languages.

Multi-Language Environment

Electronic Handover Forms supports multi-language environment. The following items can be translated into multiple languages:

  • Messages
    • Subject
    • Message body
  • The workflow text on the My Documents page

 

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