eSignature Legitimateness for Business Purchase Agreement in India with airSlate SignNow

How to eSign a document: e-signature legitimateness for Business purchase agreement in India

hey guys welcome back to my channel hope you're all doing good uh today's topic will be on the digital signatures and we'll discuss on how to enable the functionality of a digital signatures and what is basically a digital signature in sap and in what functions can we actually use this uh a functionality so let's get started [Music] so the digital signature is a concept where the system basically allows you to sign a particular document that is technically stored in sap and which makes you to authorize that particular document by corresponding user based on the roles and the authorizations he has been provided with so to say the same thing in the labor language so let's say you are going to provide a document let it be a legal document or a nonline document so we typically uh do our signature right on the hard copy of that document so which means that we are basically authorizing the the data that has been uh Incorporated in the document and also we are approving uh saying that this particular document has been reviewed by me and now I'm going to approve this or authorize this particular document so the same way in sap uh there are few functionalities or few uh scenarios where the document should also be authorized by the person who is designated to that particular role and for that reason sap has provided the functionality of the industrial signatures so let's get into sap and see what settings do we need basically to enable the digital signatures and what configurations should be basically performed okay so here I am in sap and this is the material that I'm going to choose today and I would like to pick a scenario from the quality management module or the qm module right so in the qm view of the material Master we do have a field for the qm material authorization so by enabling a key in this keyword material authorization the material will be enabled with the digital signature process so now let's try to understand what is this key and what are the prerequisites to basically configure the keyword material authorization key so for that we'll have to go to spro so now in the spro path since we are talking about the quality management we will have to go to the path of quality management under the quality management IMG path we also have the option or the node for the environment so if we open the environment we will see a a sub node for the central functions and if we open this we do have these options for the signature strategy and also the authorization management so first let's look at the signature strategy so we we have three uh categories here one is to define the authorization groups and the second one to Define individual signatures and then the signature strategy so for the first one so here uh this is an authorization group that will be created by the functional guy and will be provided to the uh basis person so then while the basis guy is creating a role uh based on the user he is going to provide this particular authorization group ing to his particular role so let's say we have two users in this particular scenario so one user let's say the operator or the inspector he has to perform the result recording in the Quality Inspection lot and the second user who is in the role of a qm manager so he will validate the results recording and then perform the usage decision so now here the usage decision access should not be provided to the Quality Inspector but the qm manager can have both access to perform the result recording and also to perform the usage decision so this is basically an alphanumeric combination of the code so we don't have any specific configuration behind this particular group okay so here I have created results recording and then usage decision these two are the authorization groups I have created so once it is done we'll go to the definition of individual signatures so if we open here and now here we are going to provide the combination of the individual signature along with the authorization groups so here uh we are again going to create an alphanumeric combination of the individual signature so here for the inspector I have created the individual signature as qm underscore INSP and for the manager I have created qm underscore MGR enough since uh the inspector should only perform the result recording I have assigned this authorization group result recording to this particular individual signature now once these settings are completed once we assign the individual signature to the authorization group digital signature then we are going to come back I mean you have to save it and that creates a transport and then we are going to create the strategies for the signatures so if I go into this so these strategies uh the signature strategies we have created here are the qm underscore inspection and qm underscore MGR which is for the manager so for the qm underscore inspection let's take a look uh what settings are basically enabled here so here in this strategy for the Quality Inspector the signature method has been assigned by choosing the sap user ID and password but in case you have a third party system connected with sap so you also can have that connected to sap and then you're going to use the other options to choose the signature from an external security product so one is without verification and the second one is with verification and then the next fields we have here is the comment box so while performing a signature should we should this particular user be able to make any comments or not so if you would like to allow the comments field then you're going to choose the option as possible but if not then you're going to make it as base allowed but if you say that this is an obligatory field whenever you are going to perform a signature then you have to mark it as a required one so for now I made it as just possible and similarly for the remarks so should the remarks be allowed yes or no or obligatory and then you have the display of document so here it is also again marked as Aloft or possible enough for this signature strategy qm underscore in INSP which is for the Quality Inspector we are going to assign the individual signatures so the individual signatures here I have assigned is qm underscore INSP right so that is the individual signature and for that we have the authorization group as result.rec so this is the authorization group that we have assigned right for the inspector and then similarly for the qm manager here again go to individual signatures so for the manager we have assigned the authorization group as you usage decision usd.decs okay and uh but if you'd like to have a particular kind of uh hierarchy where the signature should be performed then you can assign the predecessors as well so in order to activate this particular uh signature strategy or the individual signature you can assign a predecessor for this combination okay but for now we if if you are just going to uh proceed with an individual signature like a a single signature then this is not required so now I'm going back so here we have created the authorization groups the individual signatures and then the signature strategies next we have the authorization management so here the user authorizations this is something the basis team will be looking after from the pfcg roles and then we have the Define authorization groups and digital signature so if we go into the details of it in the second step yeah so here we are going to create this qm material authorization group it is qm dot a g the authorization group uh so here we are going into the details of it so the short text you can enter it up to a certain length and then the approval of inspection lot so whenever an inspection lot is created do we need any approval uh for that particular material or not so here uh we can choose what is required but for now I have used it as approval not required and then coming to the result recording process we do have the digital signature for the result recording so here I have chosen the option as the digital signature is required by using the new digital signature process so that is possible by selecting this option two and then the signature strategy so the signature strategy we do have few options one is the asynchronous signature process and then we have an asynchronous signature process with modifiable signatory and then synchronous signature process so if we are going to have a kind of a sequence of signatures to be performed in order to release that particular lot then we are going to use this synchronous signature process so let's say we have three users user one two and three so once the user one has signed the document then it goes to the second user and based on his signature it goes to the third user that is where the signature process will be stopped basically so that is how it works in the synchronous signature process but in case of an asynchronous we will not have such functionality and then coming to the cygnacious strategy for the result recording so the signature strategy that we have created earlier is qm underscore INSP right so that has been assigned to the result recording why because the signature strategy for the quality in inspector should be assigned over here and similarly this next step is to perform the usage decision so for the usage decision we are similarly using the uh same options for the result recording into the ud right but here the signature strategy for the ud uh we are going to assign it as VM underscore MGR for the quality manager so once this setup is completed we then are going to save this so the same uh whatever option that we have gone through so far so those options are basically displayed in this particular screen itself and then we have the signature method so the signature methods are basically like you know the inspection log result recording the usage decision and also the pi sheet for the work step and also in the pi sheet again if you would like to accept an invalid value then you have to sign by creating a particular deviation and then you have the document management status changes so ing to the sap standard we do have these predefined signature objects where the digital signature is possible right so here we have these two options for the qm and then these two for uh pppi and then the last one for the document management or the adms so here under these options let's say we pick these two options for the qm so what should be the signature method that is mentioned over here so should it be a signature in the system itself based on the sap user ID or password or through some third-party security product within without a verification So based on our requirement or the scenario we can basically choose these options so that is it and apart from this we don't need any other configurations or settings to be done in order to enable the digital signature enough coming to the assignment of authorization objects or the operation groups so yeah so here this is something that we are going to provide it to the base team to basically assign it to the corresponding role of the user basically uh with the authorization group and then assign these authorization groups by creating an individual signature and then we are going to assign the individual signature into the signature strategy so having said that since the configuration is completed let's go back to the material master yeah so here uh in The qm View in the qm material authorization field and this is where we are going to assign The Cure material authorization group qm.ag so whatever materials are basically uh using or applied with this QR material authorization group so the inspection Lots pertaining to that material will go through the distal signature process so let's try to create one inspection lot and see how this basically works so I'm going to create the inspection lot manually for now okay so now the lot can be saved so the lot number is seven zero one three so let's perform the result recording first so I'm going to the transaction qe01 perform result recording so this is a lot okay so these are the characteristics values for this particular material so we are going to provide the results except for the valuation so this is where you know the digital signature it basically pops up so the user who is basically perform this transaction has to enter his password that will be used to log into this sap system right so you cannot change the user ID here and the authorization group for the digital signature as you can see it is rslt.rec right the result recording that we created earlier so with that reference actually it has been copied to the inspection lot and now I'm going to provide the password and here you have the options like uh we did discuss on these options right to create a comment for a digital signature and also to display a particular document right so those options are made available here so if you'd like to make it comment let's say under my signature and then I'm going to enter the password that's it so now since you are evaluating these characteristics you are going to perform the signature this many times okay so enough the signature process has been completed and here you can find a different field uh or a different column that basically talks about the digital signature saying that the digital signature has been completed with this particular green checkbox right so the next step is to go to the usage decision so we'll go to q11 and enter the inspection lot now we are going to evaluate the characteristics so let's assume that this transaction is performed by the quality manager so I'm going to assign it okay we're going to assign a batch okay okay this is good so we're going to mark it as accepted right so now we are going to save this so upon save we again can see the authorization group for the digital signature coming out as usg.tecs right so this is the authorization group that we have created for the usage decision okay enough we are going to sign it again and I would like to place a comment here let's say it uh signature or usage decision and save it so now the ud has been completed now if you might be having uh a question in the mind so where do we basically see this particular log for each and every transaction that we see in sap there will be a place where these logs are stored so for the digital signatures you can use a transaction d s a l right so in the DSL transaction you can look at the logs based on the user or maybe on it timely manner on a specific period so now I'm going to use it based on the period and execute so this is where we see the logs and if you go into the details of this the result recording for this lot 7013 has been performed on this particular operation and also the usage decision has been made and you also can see the signature method that has been used I mean it basically comes from the configuration and who is the user who made this particular signature and what is the first name last name and what is the signature date and also the time so you know the complete time stamp is available in this transaction and also the authorization groups uh sorry the organization group or the digital signatures that are assigned to these transactions so the first two are basically result recording sorry yeah the result recording so we have the authorization group rslt.rec and the last one is the usage and if it is an end of the signature strategy then it would be marked as X so if we have like multiple layers of or multiple levels of uh signatory process where it follows from one user to the second user and then the other user only then the signature process ends right so that is where we see this Xbox x mark being enabled so if there is a another signature process that should be followed in order to complete the entire process then we will not have the value X here in the end of signature strategy so the entire process of you know performing the result recording by one user and the usage decision by a different user it is basically controlled by these authorization groups for the result recording and the usage decision so if the manager should have access to both result recording and you and uh UD he should be assigned with these two authorization groups and whereas equality inspector or the operator will only have one authorization group right and also ingly the transactions will be limited to his role this is one example of the quality management or the inspection process and if you'd like to enable the similar functionality in the pi sheets then we can go into the node of the production planning so under that you have Process Management and under that you have the control recipes the pi sheets so you need to open that so there you have this option for the digital signature so if you just expand it then you will see the options uh for the signature strategies and also the basic settings for the digital signatures So based on your requirement you can come to this particular path if you need it in the pi sheet so you can configure that here and if it is in the qmu then you can configure it in the previous path that we discussed so far so that is of the digital signature process basically works [Music]