Doc e Serve can be a powerful tool, reducing costs and document delivery time while simplifying the check printing process. But, you may ask, is the best way to handle signature changes when they occur at your institution? Within the article below we touch on several different ways to manage signatures within Doc e Serve to apply to your print jobs.
The most common method of accessing a signature file is saving the file to the graphics folder of Doc e Serve, but this method does present one significant downfall – security. If the Doc e Serve server is accessible – without security properly leveraged – then checks could be reprinted. So it’s worthwhile to review all your options before determining which method to follow for your institution.
Another option, and my personal favorite, is to utilize a secure thumb drive to store signatures and the job-start batch file. Haven’t heard about secure thumb drives? Well… a secure thumb drive, once plugged into a local machine requires a password to access the files saved to it. Referred to here at Softdocs as Secure Signature Sticks, let us know if you’re interested in this route.
In addition to the security associated with this option, the Secure Signature Stick also makes it easy to change signatures. Since the thumb drive allows a user to save things repeatedly, given enough storage space is available, designated users can update files whenever necessary.
Another storage option is to save signature files to a CD. Overall, this is a good solution for institutions that do not have signature changes very often. However, when a signature update is required, you need to contact us for assistance. In an organization where the end user has access to the Doc e Serve Server, it is relatively easy to keep track of the different signatures in use.
Now, you may be asking yourself, “what if my end user doesn’t have access to our Doc e Serve Server?” In this instance, a mapped drive to a user’s machine can be created for Doc e Serve, allowing the program to search the drive for the appropriate signature file.
But what happens if that user isn’t available and no one has access to their machine? We have a work around for that too. Using a batch file, signatures can be sent to a shared folder on the Doc e Serve Server. This enables Doc e Serve to see the signature and after using them, deletes the file from the system. DELETE? Yes, delete, but don’t worry, you will be able to print more than one set of checks during the day if necessary. The batch file would need to be modified to send the signature and then prompt the user in the next line if they are ready to remove the signatures. Within this type of scenario, Doc e Serve is not removing the signatures, so as long as the signature CD is in place and you have not selected to delete the signatures line, you can print all day after sending the first round through.
So you see, there are always options when it comes to handling signature files within Doc e Serve. If you have any questions let us know!