Add a Signature to a Document Message

Use the Document Message Maintenance (TRST) program to add or change, copy, and delete text and signatures that you can print on document copies, email messages, and certificates of compliance. A maximum of two signatures may be printed on a single TRST message line. Signatures are not supported for all types of document output, for example, when printing as text output or a file (Qantel sequential or PC).

This topic has these subtopics:
Create a Signature File
Name the Signature File
Set up a Signature to Print on Document Copies

Create a Signature File

You can create signatures for users, buyers, sales representatives, customer service representatives, or for someone who does not have a record in the User Maintenance (UIM) program. You can have the signature print with messages on document copies set up in the Document Output Parameters Maintenance (TDOC) program.

  1. Draw your signature by hand and scan the signature. Signatures must be in GIF format. Open the image in a graphics program.

OR

Use a drawing tool in a graphics program to create the signature and save it in GIF format.

  1. In the graphics program, make the background of the image transparent. Refer to the graphic program’s help menu or user guide.

  2. Size the image approximately .5 x 2.00 inches.

  3. Set the image to black and white.

Name the Signature File

  1. Most signature files are named user_id.gif as follows:

Signature Code

Name

Example

[USER SIGNATURE]

User ID assigned in the User Maintenance (UIM) program of the person that created the document

Examples:

  • For an order, the signature of the user that entered the order is used

  • For a commercial invoice, the signature of the user that created the shipment is used.

  • For a receiver, the signature of the user that received the goods is used.

If the user ID is MARY, name the signature file MARY.gif.

[BUYER SIGNATURE]

Buyer code assigned in the Buyer / Planner Codes Maintenance (TNM) program

This is only available for vendor documents (Material Release Schedule, Vendor Purchase Order, Vendor Quote Request, Project Vendor Quote Request)

If the buyer code is JIM, name the signature file JIM.gif.

[SLS REP SIGNATURE]

Sales rep assigned to the order, set up in the Sales Rep Maintenance (SM) program

If the sales rep code is 10-WC01, name the signature file 10-WC01.gif.

[CS REP SIGNATURE]

Customer Service Rep assigned to the order; assigned in the User Maintenance (UIM) program

If the customer service representative's user ID is BOB, name the signature file BOB.gif.

[SIGNATURE]

TRST message code signature; file name must match the message code, followed by “gif”

If the message code is AR, the image associated with AR.gif is inserted into the message text printed.

  1. Store signature files in the folder you specified as the System image path in the System Options Maintenance (XM) program (Help and Other Path Options).

Set up a Signature to Print on Document Copies

  1. Run the Document Message Maintenance (TRST) program.

  2. Enter the appropriate signature code on a message line. See Text Codes.

  3. Run the Document Output Parameter Maintenance (TDOC) program.

  4. Select or add the document type that you want to associate with the signature and if required, set up the document parameters. See Set Document Parameters.

  5. Click Copies.

  6. Select or add a recipient type.

  7. In the Message code field, select the appropriate code associated with the signature you set up in the Document Message Maintenance (TRST) program.