SIGNATURE TYPES AND SIGNING E-COC'S
There are essentially two ways that you can sign your E-COC. You can either print and sign your E-COC or you can upload and attached your signatures before you print or save your E-COC to PDF.
Standard vs. Electronic Signatures
- Standard means the output will be without a digital signature. You will sign these by hand.
- Electronic means that the E-COC will require you to upload and attach your signature to E-COC'S
Printing and Signing
After you have locked your E-COC go back to the top you will notice the green bar going left to right.
Click on the green VIEW button to go to The Archive Dashboard. Similar to the Workspace Dashboard you will notice as depicted below a similar layout but much more streamlined and requires less space on screen.
- The purple arrows points to the serial number of the E-COC, however since a serial number alone may not be enough we have also included the Installation Address and where specified the Building name.
- The green arrow points towards the E-COC type, that is, whether it is a standard or electronic E-COC.
You will notice that when you have only locked your E-COC you will see a drop down that requires you to select the type (Standard or Electronic) as depicted above and focussed below
- So if you are going to self-sign (pen) your E-COC then select Standard and click on save.
- If you are going to attached uploaded signatures then select Electronic and click on save.
Manually signed E-COC'S (Self-Signed) - The Standard option
The Standard option for now is also the default option meaning it is already selected for you and you can simply click on save. When you do the PRINT option will become available to the right of the page as illustrated below.
- The orange arrow indicates that you have chosen this to be a Standard E-COC.
- The blue arrow indicates that you are now able to print this E-COC.
Click on it to open the print page. When you do you will see that all four page will be shown but this time without the gray background and red markings.
On a side note, the law is not specific insofar as the color of the paper that you print on so for all intends and purposes plain white paper is compliant. Although if you want to be more traditional you may purchase blank yellow paper. The choice is up to you.
Printing your E-COC
Now that you are ready to print your E-COC click on the blue PRINT E-COC button. You will now be redirected to the PRINT PREVIEW screen. To print your E-COC simply click on the blue PRINT E-COC button on top. When you do and you use Chrome you will see the following screen.
Addressing it from the bottom up.
- The purple arrow and squire encapsulating the Fewer/More Settings may not be expanded. If it shows a plus then please click on it. You will now see more options.
- As per the orange encapsulating part there are some options you may want to consider that could benefit you.
- Scale. Please leave this at 100. Anything above or below this can change the way your E-COC is display on paper and it may not always be favourable.
- Quality. 600dpi essentially means the quality of the print. Anything above 300dpi will be fine, I do however recommend to leave it at 600dpi. The higher the dpi the better the quality but if you save to PDF you may want to stay within the 300 or 600 range.
- Margins. You can leave this on the default setting, however if you find that your pages are overflowing on the next page adjust it to minimum.
- Paper Size. The E-COC is build on the A4 metric standard. So best is to leave this option as is.
- The dark blue squire and arrow points to your method of printing. For the purposes of printing, simply select the correct printer by clicking change if your printer is not already selected.
- Once you have made your selection and chosen all the appropriate options click on PRINT
The right hand panel is a demonstration of how your E-COC will print. Change options will change the preview on the right hand side. Make sure that each page is on its own. To make sure look to the top left panel. It should show 4 pages.
Below is an illustration of the four pages of the original COC layout in cascading display.
After printing you will notice that the signature field is left blank. So you need to manually sign it
Please remember that once you have selected to sign the E-COC by hand you can no longer opt to attach uploaded signatures.
Uploading signatures and Attaching them to your E-COC
The Electronic Signature is a relatively new addition to the E-COC and we are still in the process of tuning it to be more accommodating. However the process will remain more or less similar to what I am going to explain.
Uploading of Signatures
Before you can start to use Electronic Signatures you need to first upload some signatures. To upload signatures go to your Dashboard and under OPTIONS locate the blue UPLOAD SIGNATURES BUTTON as illustrated below.
Click on UPLOAD SIGNATURES to be redirected to the Signature Uploader view.
Before you upload your signature please make sure that it conforms to the requirements as outlined in the light blue area.
Make sure your signature is in image format [JPG or PNG]. I recommend PNG since it allows for a transparent background.
Transparency removes any background even if it is white. This might be important since if it is white and not aligned properly the background will block some of the other text on the E-COC that is above, below, left or right of the signature.
There are many tools that allows you to remove the background, I personally recommend The Gimp for Windows though you are free to use any with the same ability.
You might come across a feature that might say something like Change background to alpha. Alpha in short means transparent.
It is however not always required to use alpha as long as your signature is cropped. That is, no white spaces surrounding your signature.
The maximum file size. This would be the physical size that image occupies on disk not in dimension such as height or width. Please be sure to remain under the limit. If not you will get a error message indicating that the size is too large.
- Maximum resolution is essentially the width and height in the context of your signature. The smaller the better. The E-COC has built-in features which will scale your signature to an approximate size. However it is always good practice to spend a little extra time on your signature before uploading it. After all, it is not something that you will frequently change.
- Lastly as circled by the light blue squire this feature is still experimental since we are improving the underlying way it works. But for the most part it is functional in terms of the above.
A note on capturing your Signature
Although there are more than one way to get your signature uploaded. I recommend using your smartphone to take a handwritten copy of your signature and then send it to your computer. Afterwards open the image and perform the required actions to make sure your Signature has the least amount of background color exceeding the edges of your signature.
If your company uses an outsourcing company to produce your business cards and other graphics they might be able to assist you in getting it done with precision.
In the event where your company have more than one person doing installations or electrical work which need to sign the E-COC you simply follow the same process.
With all the dynamics explained, after you have clicked on Choose File at the top and selected your signature to be uploaded click on the blue Upload button at the bottom to proceed. If successful you will be redirected back to the Dashboard.
Viewing uploaded Signatures
Once you are back on the Dashboard click on VIEW SIGNATURES
Once you have clicked on the button you will be redirected to the signature preview page as illustrated below.
The preview option simply provides you with visual feedback on the signature that you have uploaded. Also to make sure that you have uploaded the correct signatures. This is only a visual representation and do not reflect how it will appear on your E-COC once you have attached it.
Attaching Signatures to your E-COC
First and foremost make sure that you are on the Archive Dashboard. Then make sure you have the E-COC we have already created in view as per the illustration below.
- As per the blue arrow make sure that you select ELECTRONIC and then click on save. Once that is done you will see the following as illustrated.
Unlike when you print to self sign your E-COC you will have to attach all signatures first. Click on the ATTACH SIGNATURES button. You will be redirected to the familiar previews for all pages as illustrated below.
Adding signatures to your E-COC
The last remaining thing to do is to attach signatures and lock them into your E-COC. Refer to the illustration below.
The above will only show where you must attach the signature. At this stage 2 signatures on page 1 and 1 signature on page 4. Below is a breakdown on how it works.
- The purple arrow pointing to the drop down (green) will list the names of all your uploaded signatures. Click on Select Signature and once it expands select the signature that should be displayed in the corresponding section of the E-COC.
- Now that you have selected your signature and it show within the green drop down box click on the blue SET button to the immediate right. Once you have done that the display will change as depicted by the following illustration.
- The blue squire indicates that you have successfully attached your signature and this what it will look like.
- So you have two remaining choices. If you are satisfied with your signature then click on the red LOCK button.
- Or you can change it to a different signature by look to the far right of the image and selecting a new signature and clicking set.
Note however that once you have pressed LOCK you can no longer change your signature. It is final.
Below is an illustration of what it will look like once you have clicked on LOCK.
You will notice that all of the options and button are no longer available and your signature is now part of the E-COC.
To Finalize your E-COC simply complete the other sections that require the same and then return to your Dashboard by clicking back in your browser
You will now be able to print your electronically signed E-COC. Or you can save it to PDF by using the same printer screen we discussed, simply save as PDF at the location where you want it to be saved.