Frequently Asked Questions Follow

Do all Department of State employees have access to ATLAS Firma?

All personnel with enterprise accounts possess state.gov credentials and therefore automatically has an OKTA account, thus have access to ATLAS Firma. Individuals from other agencies or Eligible Family Members (EFMs) may obtain non-enterprise OKTA accounts. However, these users must be specifically provisioned access to Firma, as they do not receive it by default.

Can ATLAS Firma be used for external contacts?

Any user with an OKTA account can access Firma. However, points of contact from Ministries of Foreign Affairs (MOFAs) or other external entities without OKTA accounts cannot use Firma.

Are there any plans to allow non-OKTA guest sign-in for digital signatures from members of the public (for instance, HR onboarding paperwork for LE staff pending hire)?

Currently, there are no plans to implement this capability. The primary reason is that the appication's Authority to Operate (ATO) requires OKTA authentication to ensure the security of the system.

Can we assign Distribution Lists (DL) to sign a form so that any of the members can sign?

Since users log into ATLAS Firma through their OKTA accounts, all roles and permissions must be tied to individual OKTA accounts rather than Distribution Lists. However, you can add multiple individuals to a signature block or include them in the Watch List.

What specific controls are in place within ATLAS Firma to prevent impersonation?

ATLAS Firma utilizes OKTA authentication to prevent impersonation. To access and sign a form, an active Okta user must be logged in. Proxies are not permitted to sign forms within the application, and group accounts cannot access, be assigned to, or sign forms. Once a signature is applied, Firma can authenticate the form and confirm the identity of the signer.

Is ATLAS Firma approved for use on all document types at the same assurance level as PKI-based signatures?

ATLAS Firma is not approved for medical records, health information, or HIPAA-regulated data. For more information about compliance, click here

Additionally, Firma signatures differ from PKI-based signatures, as they rely on OKTA authentication and timestamping rather than PKI certificates or key pairs. The system includes built-in signature validation to detect post-signature alterations and supports wet signature uploads.

How can I validate a signature?

At the header, there is a shield icon where you can upload your PDF that has completed the signature process. Firma will validate all signatures within the PDF, whether text signatures or uploaded signatures, to confirm they were processed through ATLAS Firma. The validation not only confirms the form's authenticity but also displays the activity log, including when the form was uploaded, when the signature process started, to whom it was routed, when it was signed, and who signed it.

Why did the dates and other information I entered in the fillable fields change to the signature date when I signed the form in ATLAS Firma?

Fillable PDF forms often contain embedded code that ATLAS Firma cannot modify or remove, as its function is limited to applying a signature. To prevent changes to form fields or dates after signing, you should "flatten" the document. Flattening merges all interactive elements—such as form fields, scripts, and signature certificates—into a single, uneditable layer. This process helps ensure the document cannot be altered and will display consistently across all devices.

Instructions  

1. Open your PDF in a web browser such as Chrome or Edge.
2. Press Ctrl+P (Windows) to open the print dialog.
3. Select "Microsoft Print to PDF" as the printer.
4. Click "Print" and save the new PDF.
5. Upload the new document to ATLAS Firma.

Can I add fillable form fields (textboxes, checkboxes, etc.) to documents in ATLAS Firma?

ATLAS Firma does not currently support adding form fields such as textboxes or checkboxes to uploaded documents, as it is designed specifically as a digital signature tool. Additionally, we have ATLAS Workflows for that. But, If you need fillable form fields, prepare your document with these elements before uploading it to ATLAS Firma.

Why use ATLAS Firma when we have Adobe e-Sign?

ATLAS Firma was not developed as a replacement for any existing application. Adobe e-Sign is designed exclusively for State email users and requires OpenNet access. In contrast, ATLAS Firma is available to all users with an OKTA account, providing greater flexibility in terms of availability and accessibility. Additionally, ATLAS Firma is entirely free to use, incurring no costs. These are the primary distinctions between the two applications.

Is Firma replacing .far forms?

In developing Firma, the objective was not to replace existing systems but rather to provide a comprehensive tool accessible to all users. Additionally, once a .far form is saved in PDF format, users can upload it directly into Firma, which can then process and manage the document accordingly.

What type of documents can I upload in ATLAS Firma?

Currently, Firma only accepts PDF files.

What is the maximum file size that can be uploaded into ATLAS Firma?

For practical purposes, you should not be able to hit the maximum size of 100 MB

Who can reroute the form to a different signatory?

Anyone with the form owner role can reroute the form. This includes the creator of the form and anyone granted Owner permission for that specific form. Additionally, the signer at the current signature step can reroute the form. For more information on signature rerouting and other available actions, click here.

Why do I still need to upload the form each time I select a form in Templates?

Templates in ATLAS Firma store the signature workflow configuration, not the form data itself. Each time you use a template, you must still upload the form and enter specific information relevant to that instance. For example, when using a Time and Attendance form template, you need to input the employee information and attendance records for that particular submission. The template saves you time by preserving the signature workflow setup, so you don't have to reconfigure signers and workflow settings each time.

The document is locked and password protected. How do I retrieve the password?

Upon completion of the signature workflow, the system automatically locks and password-protects the file. To retrieve the password, the form owner should navigate to the form in their dashboard, click the ellipsis menu, and select Retrieve Password.