Topic Doc: Electronic Signature Capture
RecTrac 3.1
Table of Contents
Document Summary
RecTrac interfaces with Topaz Signature pads to provide for electronic signature capture on waivers and rules/regulations letters. Vermont Systems offers integration with the SignatureGemLCD1x5 Topaz unit. Contact Vermont Systems Sales at sales@vermontsystems.com for a pricing quote.
- Topaz SignatureGemLCD1x5 example models include:
- T-LBK462-HSB-R
- T-L462-HSB-R
Topaz SignatureGemLCD1x5 |
License - Maintenance Agreement
RecTrac functionality for the Topaz Signature Capture is free. The use of this interface requires a Vermont Systems license and an annual maintenance agreement for the RecTrac application and the component modules discussed in this document. Prior to implementing any process outlined in this document, please contact the Vermont Systems Sales department at 1-877-883-8757 to verify that you are authorized to use the modules discussed in this document and if not, to obtain a quote and/or approval.
Setup Steps
This document will walk you through the basic steps required to:
- Install the Topaz Signature pad.
- Create and Link a Signature profile in RecTrac.
- Edit your Waivers and/or Rules/Regulations Letters to include the [SignatureCapture] auto text letter tag.
- Edit your Letter Header Print Option to include the Signature page.
- Print a test waiver to ensure signatures are captured correctly.
- (Optional) Change hardware from the SigGemColor 5.7 to the SignatureGemLCD1x5.
If you have additional questions about Electronic Signature Capture setup and operation after reading this document, please contact Vermont Systems Customer Service by phone at 887-883-8757 or generate a Support Case through the Customer portal of the Vermont Systems website using your Customer ID and password.
Before You Begin
This document is written with the following assumptions. If any of the items listed below is NOT true, contact Vermont Systems Support prior to continuing, as the steps in this document may prove difficult to complete and unexpected results may occur.
- Your organization is running RecTrac 3.1.09.00 or greater for the Topaz SignatureGemLCD1x5 unit.
- You purchased the Topaz Signature pad(s) you will be using from Vermont Systems or another licensed Topaz vendor. (Topaz Signature pads are available from many third-party vendors, however, they may not be licensed Topaz retailers and those units may be pre-owned and out of warranty. Those units may look the same, but the model number may vary from those sold by Vermont Systems. In this event, the unit may not interface with RecTrac as expected.)
- Vermont Integration Client (VIC) is installed as an Executable on the RecTrac workstations on which you will be using Topaz Signature pad units.
- The User ID with which you sign into RecTrac has the requisite permissions and ability to access all modules and functions pertaining to electronic signature capture including but not limited to: Letter/Waiver Management, Profile Assignments and VIC.
- You understand RecTrac Waivers and Rules/Regulations letters and have created the letters for which you wish to capture signatures electronically.
- You understand RecTrac DataGrids and how to maneuver through them.
Installation Instructions
Note: All file paths and screen/tab locations in this document refer to file paths and screen/tab locations as they appear in the standard, default Vermont Systems design. Your setup and design may vary.
Install Vermont Integration Client (VIC)
VIC must be installed as an .EXE on each workstation from which you will perform signature capture.
Refer to Topic Doc - VIC Installation using Windows Installer for instructions.
Install the Topaz Signature Pad
Note: Only one (1) Topaz Signature pad can be installed on a workstation at a time. In other words, you cannot have the SignatureGemLCD1x5 and the SigGemColor 5.7 installed on the same workstation at the same time. This is a known limitation. In the event you wish to change hardware (i.e. if you wish to stop using the SigGemColor 5.7 and start using the SignatureGemLCD1x5), then you must uninstall the SigGemColor 5.7 and install the SignatureGemLCD1x5. Refer to Switching Hardware for further information.
The following steps:
- Assume that you have purchased the Topaz Signature pad unit(s) and are ready to install on the workstation(s) from which you wish to have patrons electronically sign waivers and/or letters.
- Use the SignatureGemLCD1x5 installation as an example.
Do Not plug the Topaz Signature pad into your workstation until instructed to do so.
- From the workstation on which you will use a Topaz unit, ensure VIC is running as an .EXE.
- Open an internet browser and go to: http://www.topazsystems.com/sigplusnet.html.
- Click the Download button/icon. Opt to Save the file. Close the browser when done.
- Browse to your Downloads folder. Highlight/select sigplusnet.exe. Right-click and Run as Administrator. The Installation Wizard will launch.
- At the Welcome screen, click Next. Read the Note and click OK. You will continue to the Determine Tablet Model Group selection screen.
- Turn your Topaz Signature pad over and find the first two (2) letters of the Model. Choose the radio set selection that matches the two-letter designation of your physical unit and click OK. You will continue to the Choose the Tablet screen.
- Refer to the back of your Topaz Signature pad and find the Tablet Model. Choose the radio set selection that matches the Tablet Model of your physical unit and click OK. You will continue to the Select the Connection Type screen.
- Click in the HSB (USB type) radio set selection and click OK.
- Agree to the License Agreement and click OK at the Ready to Configure Software screen.
- Choose Finish at the Installation Complete screen. You will be returned to your desktop.
- Plug the Topaz Signature pad into an open USB port on your workstation. The unit will power up and Windows will tell you when the new hardware has been found.
- This completes the hardware installation.
- Repeat these steps on every workstation from which you wish patrons to electronically sign documents and for which you purchased a Topaz Signature unit.
Create and Link a Signature Profile
- In RecTrac go to Management Ribbon • System Management • Profile Assignments.
- Click Add.
- Enter a Profile Code for your Signature profile.
Note: A different Signature profile must be created for each Topaz Signature pad you will install. Consider this when creating your Profile Codes and Descriptions.
- Expand the Drop-down list for Profile Type and select Signature.
- Expand the Drop-down list for Profile Subtype and select the one that matches your hardware.
- SignatureGemLCD1x5 - For the SignatureGemLCD1x5
- Enter a Profile Description for your Signature profile, if desired.
- Click Create.
- Expand the Drop-down list for Waiver Display Option and make your selection. Refer to the "i" or "?" Help icons for field definitions.
- If Using the SignatureGemLCD1x5 - Vermont Systems recommends, "Do not send Waiver Text to Topaz."
- Click Save. You will be returned to Profile Assignments.
- Link the Signature profile in Profile Hierarchy. Vermont Systems recommends linking the device at the Workstation level on each workstation from which you will capture electronic signatures.
- In the Linked Profiles middle column, click to expand the Workstations folder.
- In the Available Profiles left-hand column, click to highlight the Signature profile you just created.
- Click again and hold the mouse button down. When you have "grabbed" the profile, a red box will appear that displays the profile name.
- Drag and drop. Drag to the Workstation name in the folder in the middle column. When the box turns green, release the mouse. This will place the profile at the Default level of the hierarchy. Profile Assignments are saved automatically and take effect immediately. The level of the hierarchy can be changed later, if needed.
- Click the 'X' in the upper-right hand corner of the Profile Assignments panel to Exit.
Repeat these steps to create and link additional Signature profiles, if necessary.
Add a [SignatureCapture] Auto Text Tag
The following text must be resident within the letter body on each Waiver and/or Rules/Regulations letter you wish patrons to sign electronically. This text is an auto-text field and should be placed exactly where you wish to capture your customer's signatures:
[SignatureCapture|Signature|height=40|x-position=10| |]
Note: If you are working with Waivers/Letters from a RecTrac 10.3 that was migrated to RecTrac 3.1, ensure this tag gets recreated.
To Edit the Waiver/Letter Body
Note: For waivers that will contain an electronic signature, Vermont Systems highly recommends keeping the length to a few sentences as problems may arise if you are using longer waivers. Refer to Troubleshooting below for further information.
- In RecTrac, go to Management Ribbon • System Management • Comment/Document/Letter Management Group • Letter / Waiver Management.
- Highlight/Select the appropriate wavier/letter and click Change.
- Place your cursor in the letter body and position it where you want the customer to sign.
- Expand the Drop-down list for Add Database Value Code and select Signature Code Within Receipt
THEN
Click Add Text. - The following will be inserted where your cursor is positioned: [SignatureCapture|Signature|height=40|x-position=10| |]
- Click Save. Changes take effect immediately.
- Repeat these steps for each applicable waiver/letter as needed.
Note: One (1) signature only per letter/waiver. The Topaz unit will capture one (1) signature per letter/waiver only. If you insert multiple instances of the [SignatureCapture|Signature|height=40|x-position=10| |] tag on your letter or waiver, the signature captured will appear in each instance, but the same signature will appear for each field. You cannot have two (2) or more separate signatures on the same letter/waiver. (i.e. you cannot have Mom and Dad sign a waiver.) This is a current limitation.
Edit the Letter Group Print Option
When using electronic signature capture, set the Receipt Print Option for the Letter Group to Print On a New Page.
- In RecTrac, go to: Management Ribbon • System Management • Comment/Document/Letter Management group • Letter Group Management.
- Highlight/Select the Letter Group to which your Waiver/Rules/Regs letter is linked and click Change.
- Expand the Miscellaneous Settings group.
- Expand the Drop-down list for Receipt Print Option and select Print On A New Page.
- Click Save. Changes take effect immediately.
- Repeat as necessary for other Letter Groups or exit back to the Main Menu.
Capturing an Electronic Signature
Once you have completed the Topaz installation and RecTrac setup steps, you are ready to capture signatures electronically!
- In RecTrac, go to Global Sales and process a transaction for which a Waiver or Rules/Regulations letter is linked.
- When selecting the item into the Shopping Cart, you will be prompted to have the patron sign the waiver.
- Depending on the type of Topaz you are using, and depending on the Waiver Display Option you selected when setting up your Signature profile, either a Signature Line or the Waiver/Letter will appear on the Topaz unit.
- On the Topaz unit, have the customer click Sign
THEN
Have the customer sign the LCD and click OK.Note: By default, the signature window is 30 seconds. You can adjust this value, if needed, in the event the unit is timing out too quickly or remaining too long. The time-out threshold is maintained in the Waiver Time Out (Seconds) field on your Daily Processing profile • Miscellaneous Settings group.
- In the event additional items are selected into the Shopping Cart that require signatures, repeat the step above.
- Once all items are in the Shopping Cart, click Payment and complete the transaction as you normally would.
- If you opt to Print the receipt, the receipt and Waiver(s)/Letters will print.
Regardless of your print option, the signed waiver will be linked to the appropriate household and/or family member record. These can be viewed in Household/Family Member Update.
Switching Hardware
Only one (1) Topaz Signature pad can be installed on a workstation at a time. In other words, you cannot have the SignatureGemLCD1x5 and the SigGemColor 5.7 installed on the same workstation at the same time. This is a known limitation. In the event you wish to change hardware (i.e. if you wish to stop using the SigGemColor 5.7 and start using the SignatureGemLCD1x5), then you must uninstall the SigGemColor 5.7 and install the SignatureGemLCD1x5. Refer to following steps.
- Exit RecTrac, if it is running.
- Log into Windows as an Administrator.
- Disconnect the SigGemColor 5.7 from the USB port.
- In Windows, go to Add or Remove programs.
- Highlight/select the Topaz program that is installed and Uninstall it. The Wizard will launch. Choose the Automatic option.
- When the uninstall completes, open Windows Explorer.
- Navigate to C:\Windows
- Delete the following only within the C:\Windows Directory:
- SigPlus directory/folder
- SigPlus.ini
- SigPlusNET.dll
- Return to Install the Topaz Signature pad and run the installation process for the new hardware.
Troubleshooting
The following lists some common questions raised during Daily Processing when working with Topaz Signature Units and their possible solutions.
Problem: Topaz Signature unit stops working intermittently. Sometimes it seems to time-out too quickly when customers are clicking the "Page Down" button and they don't get a chance to sign the waiver.
Solution: Review the length of your waiver and shorten it from a few pages down to a few sentences. If you are experiencing repeated difficulty with your Topaz Signature pads, then Vermont Systems recommends shortening your waiver to a few sentences and testing whether you achieve more consistent and more reliable results.
If you require a longer waiver, then Vermont Systems recommends having the full copy available at your desk, which patrons can read at their own pace. In this event, the waiver text from RecTrac could be as concise as something like, "I have read and agree to the XYZ Parks Department Waiver." A shorter waiver will likely better ensure that your customers read it fully, and it also means transactions can be processed more expediently.