Signing function – Advanced electronic signature (FES)

by | Jun 10, 2025 | Ensure quality

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Signing function – Advanced electronic signature (FES)

Veröffentlicht10. June 2025
Aktualisiert10. June 2025
Vonsysadmin

An advanced electronic signature (FES) is implemented in the software, which guarantees legally compliant, traceable and user-specific documentation. The signature protects the data from subsequent changes and ensures transparency in the verification process.

Authentication & Security

The signature can only be applied by the user who has authenticated themselves in thesystem with their user name and password.
These access data are uniquely assigned to a person and can be changed by the user at any time. This ensures the authenticity of the signature.

Purpose & procedure of the signing process

The signing function is used to finalize the documentation of entries in a binding manner. It takes place in two stages:

1. user signature (e.g. by documentary)

  • Signals the end of data acquisition.

  • The entry is write-protected – no further changes are possible.

  • Marked by a red lock: Entry signed and locked by the user.

2. admin signature (e.g. by administrator or laboratory manager)

  • After checking the documented data.

  • Confirms correctness and completeness.

  • The entry is permanently blocked – no more access via the front end.

  • Ensures the integrity of the data.

Options for administrators

Two options are available to the administrator after the user signature:

Reset signature

  • If corrections are necessary.

  • The block is removed and the user can edit again.

  • Logging is automatic: Who reset the signature and when?

  • Only system administrators have access to this protocol.

Confirm entry

  • After a successful check, the entry is finally signed.

  • The data record is now completely locked.

Technical details of the signature

Each signature includes:

  • User name of the signing person

  • Date and time of the signature

The display in the system is done via lock symbols:

Red closed lock: Entry is signed and locked

Green open lock: Entry is not yet signed

Advantages of the signing function

  • Clear responsibilities

  • Protection against unwanted changes

  • Traceability of all steps

  • Logged reset in the event of changes

  • Two-step verification process (user & administrator)

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