Form Builder - Signature Block

Form Builder - Signature Block

Purpose Statement

The Signature Block feature in Form Builder enables users to add digital signature capabilities to forms across multiple modules. This feature streamlines the approval and verification process by allowing authorized personnel to digitally sign forms directly within the system, eliminating the need for printed documents and manual signatures while maintaining compliance and audit trail requirements.

Background Information

The Signature Block is a critical component for form completion workflows in Fire/EMS operations, providing legal validation and accountability for inspections, permits, and investigations. This feature supports various signature types including inspector signatures, occupancy contact signatures, vendor signatures, and custom signature blocks. The signature functionality integrates seamlessly with existing form structures and can be positioned strategically throughout forms to capture required approvals at appropriate workflow stages.

The feature is available across three primary modules: Inspections, Permits, and Fire Investigation, each offering module-specific signature options and credential fields tailored to departmental needs and regulatory requirements.

Required Permissions

To add and configure Signature Blocks in Form Builder, users must have the following permissions:

  • Form Builder Access
  • Form Editor permissions for the specific module (Inspections, Permits, or Fire Investigation)
  • Administrative rights to modify form templates
  • Signature configuration permissions (if restricted by department policy)

Video


Step-by-Step Guide



Notes
NOTE: Signatures can also be placed on the printed form in the Inspections and Permits Form Builder using the Tag Block, see the Related Article.


1.  Create a new form or select edit to edit an existing form.






2. Mouse over in the left margin at the current block and select the + sign to add a Signature Block under the current Block.





3.  Select Signature from the dropdown menu.






4. Select Tune.






5. Select "+" to add a Signature Block.






6. Signature Options and Credentials for the Signature Block by Module:
  1. Inspections:
    1. Inspector - Name, Position, Rank, Badge Number, Firefighter ID, Inspector Number, Inspector Designation, Inspector Phone, Email address.
    2. Occupancy Contact Signature - Name, Contact Type, Phone Number, Email Address, Location
    3. Vendor Signature - Vendor Name, Name, Work Contact Type, Primary Phone Number, Email Address, Vendor Address, Vendor Billing Address, License Number.
    4. Custom - Custom Title, Image, Text Box
  2. Permits:
    1. Inspector Permit Signature - Name, Position, Rank, Badge Number, Firefighter ID, Inspector Number, Inspector Designation, Inspector Phone, Email address.
    2. Occupancy Contact Signature - Name, Contact Type, Phone Number, Email Address, Location
    3. Vendor Signature - Vendor Name, Name, Work Contact Type, Primary Phone Number, Email Address, Vendor Address, Vendor Billing Address, License Number.
    4. Custom - Custom Title, Image, Text Box
  3. Fire Investigation
    1. Investigator Signature
    2. Custom - Custom Title, Image, Text Box






7. Example report of a Form with a Signature Block:





Best Practices

  • Position signature blocks logically within the form flow, typically at completion points or approval stages
  • Use Inspector signatures for official departmental validation
  • Include Occupancy Contact signatures when property owner acknowledgment is required
  • Add Vendor signatures for contractor-related inspections or permits
  • Utilize Custom signatures for specialized requirements not covered by standard options
  • Test signature blocks on mobile devices to ensure field personnel can complete forms efficiently
  • Consider the legal requirements for digital signatures in your jurisdiction
  • Maintain consistency in signature block placement across similar form types
  • Regularly review and update signature credential fields to reflect current organizational structure

Troubleshooting & FAQs

Q: Can I add multiple signature blocks to a single form? A: Yes, you can add multiple signature blocks by repeating the process at different locations within your form.

Q: What's the difference between Signature Block and Tag Block for signatures? A: Signature Blocks provide interactive digital signing capabilities, while Tag Blocks place signature fields on printed forms. See the related article "Form Builder - Tag Block" for printed signature placement.

Q: Can I customize the credential fields for signatures? A: Standard signature types have predefined credential fields, but Custom signature blocks allow full customization of title, image, and text box elements.

Q: Do signatures work on mobile devices? A: Yes, signature blocks are optimized for mobile use, allowing field personnel to capture signatures on tablets and smartphones.

Q: Are digital signatures legally compliant? A: Digital signatures created through the system maintain audit trails and timestamps. Consult with your legal department regarding specific compliance requirements for your jurisdiction.

Q: Can I require signatures before form submission? A: Yes, signature blocks can be configured as required fields, preventing form submission until completed.


Related Articles:

  • Form Builder - Tag Block (for printed signature placement)
  • Form Builder Overview
  • Mobile Form Completion
  • Digital Signature Compliance

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