Voting, certifying, and electronic signatures

Jobs progress through their workflows in Vodori by means of votes. All users assigned to a review task must review the document and cast a vote on the appropriate next step for that document. If the workflow is configured to require a PIN, a vote is recorded only when the user successfully provides the required electronic signature components.

Certification tasks are a type of review task that include additional information supporting the user’s approval vote, most commonly used to meet requirements of local regulations. Unlike standard review tasks, additional groups may not be added to participate in a Certification task.

Vote options

A reviewer may be able to select from 5 voting options when reviewing or certifying a document. The available voting options for each task are configured based on your organization’s SOPs.

Cast a vote 

1. Open up the document in the Viewer.
2. Review the document and its properties. Instructions about how to review and vote will appear in the task panel.
3. Once you are ready to vote, click Cast your vote in the task panel and select your vote.
   
4. Click Vote.
5. Depending on your organization’s configuration, you may be prompted to fill out a few additional fields in the vote modal. These may include:
   • Providing additional vote rationale by selecting a vote reason from the list of options and/or adding comments in the free text field.
     
   • Enter your PIN to confirm your vote.
6. Click confirm vote.

Please note, if you are completing a certification task, your job title and department will be displayed along with a certification reason when casting an “approve” vote. You may input your job title and department within the task modal and manage it in your user profile.
 

Electronic signature

The action of an authenticated user entering a personal identification number (PIN) in conjunction with casting a vote is considered the user’s electronic signature in Vodori.

Vodori’s electronic signature process consists of two components. The first is user authentication at login, with system controls in place to verify identity. The second is the entry of a PIN, which is uniquely known to the user. A PIN is required for every signature, and the system uses it to verify the user at the time of voting.

Together, the authenticated login with username and password, the entered PIN, and the recorded vote choice comprise the user’s electronic signature. These elements are uniquely tied to the user and the assigned task.

On the document’s audit trail, every electronic signature in Vodori includes the printed name of the signer, the date and time of the signature, and the vote or task performed.

Change your vote

If you're participating in a parallel review, you can change your vote up until all other reviewers cast their votes.

1. Click "Change vote" next to your vote status in the task panel.
   
2. Update your vote selection from the dropdown.
3. Click "Vote" and (if applicable) enter your vote reason (if configured) and PIN.

Final vote outcome

When all reviewers in a task have voted, Vodori uses the most conservative vote as the final vote outcome for that task. For example, if two reviewers vote Approved but one votes Amend and Resubmit, the final vote will be recorded as Amend and Resubmit.

The jobs progresses according to the table below for each task outcome.

Illustrated example

Related help topics

• Why can’t I add or edit annotations?
• Amend a document
• See who else is voting on a job
• Jobs board
• Certification report
• Account settings (formerly User Profile)