Defining entities for electronic records and signatures

Define entities to take a snapshot of the record or require an electronic signature when you change the status of the record attached to the entity. For example, if your organization requires electronic records of the specific stages of a purchase order, you can define the snapshot for the PORD entity. Or, if your organization requires electronic signatures of status changes to work orders, you can define the electronic signature for the EVNT entity. The system takes the snapshot of the record and/or prompts you (or any user) for an ID, password, and reason when you save the change to the database.

The following table lists the entities for which you can create electronic records and signatures:

Entity	Description	Information Recorded
EVNT	Event	Work order, activities, repairable parts, permits
OBJ	Equipment	Equipment and warranties
RECV	Receipt (for status transactions)	Receipt and receipt lines
RETN	Returns	Return and return lines
STOS	Store to Store (for status transactions)	Store-to-store transaction and lines
PROJ	Project	Project and budget
PICK	Pick Ticket	Pick tickets and lines
PORD	Purchase order	Purchase order and lines
REQ	Requisition	Requisition and lines
RFQ	Request for Quotations
RFQR	Quotation
INRH	Inspection result header
BORD	Blanket order
INSP	Inspection results
INV	Invoice	Invoice and lines
CAMP	Campaign
PTW	Permit to Work
CASE	Case management
STTK	Stocktake (for remembering codes)
FTIC	Fleet tickets
CHNO	Change notice
PREQ	Production request

Select Administration > Security > eRecords Setup.
Click New Record.
Specify this information:

Entity

Select the entity for which to define electronic records and/or signatures.

Signature Required

Select to indicate that the status change requires a signature.

From Status

Specify the old status of the entity.

To Status

Specify the new status of the entity.
Click Save Record.