ATLAS Firma User Manual Follow

Pre-requisites: Okta account
    Topics Covered
  • ATLAS Firma in Full
    Target Users
  • All Users
    Required Permissions
  • Okta

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ATLAS Firma is an enterprise cloud-hosted digital signature tool developed by the ADG. The application provides an interface for creating a workflow around the signatures for a form, and then routes the form to the assigned parties for digital signatures with the result being a completed form available for download.

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ATLAS Firma is available online at firma.state.gov and accessible via Okta Verify.

Users can sign in from any web browser via Okta Verify.  (If you have SAFE, you have an Okta Verify account.)  Don't have an Okta account?  Reach out to post’s IMO section or submit a request to adg-support@state.gov.  

Go to firma.state.gov and enter your Okta Verify username and password. Then, you will be asked to enter a code. Open the Okta Verify app on your smartphone, find the six-digit number for login.state.gov and enter it into the website. Be quick—the number changes every 30 seconds.

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Once signed in, your browser will take you to ATLAS Firma automatically.  Welcome to ATLAS Firma!

 

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Select ‘My Profile.’ 

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The user’s Last Name, First Name, and Initials will auto populate.  However, the user Middle Name, Title, Post, various signature styles, and Favorites can all be edited in the ‘My Profile’ section.  

To edit the Middle Name or Title, simply type the information into the editable space next to the appropriate section.  

Use the dropdown box to edit the Post.

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Users can select from five styles of signature, ranging from plain text to initials only.

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There are two methods for personalizing signatures.  Users can either upload an image or create a digital handwritten version.  

 

Uploaded Image

To upload an image, select Uploaded Image from the ‘Default Signature’ dropdown.

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The ‘Signature Preview’ status now displays ‘No Signature Image Uploaded.’ 

Select the Pencil icon to upload a new signature image.  Select the image from the File Explorer and click Open.

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The uploaded image will appear in the photo editor.  Zoom, crop, and edit until the signature is ready for import.  Then, select ‘OK.’

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The uploaded image can now be seen in the ‘Signature Preview’ and is ready for use.  

If the signature is not correct or doesn’t look quite right, users can also remove the signature and start over with a new image by selecting the Remove signature icon.  

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If a user changes the signature but prefers the previous version, users may select the ‘Cancel Change’ icon which allows the user to revert back to the previous version.

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Handwritten Signature

To manually create a signature, select Handwritten Signature from the ‘Default Signature’ dropdown.

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From here, the digital signature pad will appear to create a handwritten signature.  Once the signature is created, select ‘OK’ to save the signature.

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After selecting ‘OK,’ the handwritten signature is viewable in the ‘Signature Preview.’  If the signature needs to be recreated, select ‘Capture Again’ to return to the digital signature pad.

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Once the profile is complete and a signature is selected, remember to SAVE CHANGES!

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Select ‘My Profile.’

The ‘Contact Favorites’ section can be found at the bottom of the Profile page.  To add favorites to the contact list, click ‘Add New.’

 

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A pop-up window will appear with the option to search the Okta database for other users.  Type the name of a contact in the ‘Search Criteria’ bar and click ‘Refine Search.’  A list of Okta users will populate.  Find the correct contact and click ‘Select.’

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The user is now visible under the list of Contact Favorites.

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Deleting and editing a Favorite Contact is simple.  To remove a Favorite, click the Delete icon (mceclip0.png).  To edit the display name and/or email of a Favorite Contact, click the Edit icon (mceclip2.png).

 

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The ‘My Forms’ dashboard appears upon logging into ATLAS Firma.  Here users can see every form associated with their profile.  

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From the ‘My Forms’ page, select ‘Add Form.’

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Click the Drop form to sign here icon to upload a new form.  Select the file from the File Explorer and click Open.

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After uploading a file, hover mouse over doc is AUTOMATICALLY in signing mode.  Hover and with just one click users can place the signature block anywhere on the form. 

On the ‘Create Form’ page, users can place Add Signature steps to any location on the newly imported form.  Drag the orange Add Signature block to the desired signature location.  Next, users can assign the signature workflow to any Okta user.

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Once the Step title and Assigned to portions are completed, select ‘Close.’

The right panel shows the signature steps in the workflow.  Users can add as many steps (signature assignments) in the workflow as needed to complete the form.

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Adding Multiple Signatures to the Same Step

Multiple Okta users can be assigned to the same signature step in the workflow.  To do this, simply place the cursor over the desired form location, click, and assign additional Okta users. 

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Creating a New Step

To create another step in the workflow, for example if the supervisor must only sign after the employee has completed the first signature step, simply click on the Plus icon (mceclip5.png) next to ‘Add New Step’ and select the Okta user assigned to the next step of the signature workflow.

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Editing A Signature Assignment

If a signature needs to be reassigned or retitled, select the red Trash icon (mceclip8.png) next to the Okta user’s name.  The ‘Edit Workflow Step’ appears where users can edit the step title or the assigned Okta user.

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Select the correct Okta user for the signature workflow step and then click ‘Close.’  Follow the same process as above to add, edit, or delete users to the same signature workflow. 

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Editing A Signature Property

There are two ways to edit the Signature Type, Signature Label, Step, or Page:

  1. Select the title next to the ATLAS Firma icon (mceclip9.png).   
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  2. Select the Edit icon (mceclip10.png) in the top right corner of the signature block.

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In the pop-up window, users may edit and must then select ‘Close.’

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The dashboard provides an at-a-glance view of your Forms.  It provides multiple viewing options, depending on the needs of the user. 

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The default view is set to ‘All’ and allows users to see every form the user authored or is required to sign.  

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Frequently used forms can be labeled as Favorites.  To label a form as Favorite, click the Star icon(mceclip11.png) located at the top right of a form’s title.   

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To only view Favorite forms, select ‘Favorites’ from the My Forms bar.  This will display only the most frequently used forms.

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Users can customize the profile dashboard to preview forms as either thumbnails or icons.  If a user works in a public location or requires privacy to view the forms, the user might prefer the Icon view, which displays limited information.  If a user requires a full preview, select the Thumb view.

Thumbs 

To customize the profile dashboard to display thumbnails, select ‘Thumbs’ from the My Forms menu.  All forms should now be visible as a document preview.

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Icons

To customize the profile dashboard to display limited form information, select ‘Icons’ from the My Forms menu.  Only the ATLAS Firma icon, workflow step, and form title are visible.

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ATLAS Firma forms are ordered according to priority, which is determined by signature workflow status.  A yellow banner will appear if action is required by a user.  These forms will always be listed first.

Signature workflow status is also easily determined by a form’s ribbon, located in the upper right corner of each form.  Ribbons are clearly marked by color and icon. 

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To quickly view information about a form, select the Information icon (mceclip0.png) located in the bottom right corner of the form.  This displays the form’s pages, signature steps, form status, creation date, and author. 

 

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Some users may need to create the same workflows many times.  For example, if an employee frequently works overtime, that user might need an overtime form signed by the same individuals on several different occasions.  In that case, a user can Repeat a Workflow.

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Select the vertical ellipses in the top right corner of a form in the My Forms dashboard.  From the dropdown menu, select ‘Repeat Workflow.

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Once a form is uploaded, ATLAS Firma will auto populate the repeated Signature Workflow Steps and Users.

 

 

 

 

 

 

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