Depending on how your Admin set up your learning platform when you are completing a course (e-learning, or ILT (Instructor-Led Training)) in the desktop version of your platform, you may be required to electronically sign (with an e-signature) that you completed it. By signing a course with an electronic signature, you are able to prove your identity. The E-Signature feature is available for both the desktop version of your platform and the Go.Learn mobile app. Learn more about E-Signature for your mobile app.
In order to prove your identity, you will go through an additional authentication process after having completed all the mandatory training material included in a course requiring an E-Signature.
You will complete this second step of authentication by inserting a One Time Password (OTP) in the corresponding One Time Password field on the course player page and then validating it. The One Time Password is shown on your device by an authenticator app that generates verification codes or is sent to you via email. If you would like more information about what you have to do to complete this authentication process in your desktop platform, please refer to the next sections of this article.
Completing E-Signature Courses
If your platform Admin sets the E-Signature (and thus One Time Password authentication) as required to complete a course, you must prove your identity through a second step of authentication.
In order to complete an e-learning course that requires an E-Signature, after having completed all of the mandatory training material inside of the course, select the E-Signature item from the training material box on the right side of the course player page.
Please note: For ILT (Instructor-Led Training) courses, you will access the E-Signature item through the Content & Authentication tab (that you will reach simply by accessing the course page). When you select the E-Signature item, you’ll be redirected to the course player page. Thus, the whole authentication process for ILT courses is exactly the same as the one for e-learning courses explained in the following sections of this article.
After having selected the E-Signature item, the Verify Your Identity via Authenticator App page will be shown in the course player, where you will be asked to enter the 6-digit verification code shown in your authenticator app in order to complete the course. By default, you will use the authenticator app as an authentication method, but you can also choose to authenticate via email, if your Admin also set up this authentication method for your platform. Refer to the following sections in this article for further information about each authentication method, authenticator app, or email.
If your session in the platform expires between the request and the input of the verification code, the code can no longer be accepted, and an error message will inform you that the verification failed. If so, launch again the e-signature training material and generate a new verification code to proceed.
Authenticator App Authentication Method
By using the authenticator app to verify your identity (it’s the authentication method used by default), you just have to insert the One Time Password that you see in your authenticator app on the Verify Your Identity via Authenticator App page and then validate the code by pressing the Complete the Course button in order to complete the E-Signature course.
If it is the first time you use this authentication method, which means that your profile is not yet associated with the authenticator app, when you open the course overview or the course player page of an E-Signature course, the Configure your Authenticator App pop-up box will inform you that you need to go to the My Profile page to perform the association (this pop-up will open if you skipped the activation of the authenticator app when asked in a pop-up box right after you logged into the platform). Once you select Configure Authenticator App you’ll be redirected to your profile’s page (you can always reach this page by selecting the user menu and then the pen icon on the right of your name and email).
Pairing Your Authenticator App
On your profile’s page, in the Authenticator App tab, you can read step-by-step instructions on how to download the app, open it, and associate your profile with the authenticator app. Follow the instructions provided, then, once inserted the 6-digit verification code (One Time Password, OTP) that you see in the app, select Activate. Once the app is paired, you’ll be able to use an authenticator app to generate free validation codes, even if your device is offline.
Finally, take care of saving the recovery key shown in the pop-up box that opens: print, copy or write it down, because if you lose access to your device, you won’t be able to complete the authentication process. Once saved your key, confirm it by selecting the corresponding checkbox and button. In the Authenticator App section of your profile’s page, you can now see that an app has been associated with your profile and on which date.
Unpairing Your Authenticator App
From the Authenticator App section of your profile’s page, you can decide to unpair your app. In order to do so, select the Unpair button from the Authenticator App section, enter your recovery key, then confirm your action by pressing Unpair in the pop-up box that opens.
Generating a New Recovery Key
If you need a new recovery key, access the Authenticator App section of your profile’s page and select New Recovery Key to create a new one. To do so, insert the 6-digit verification code (One Time Password, OTP) that you see in your app in the One Time Password field in the pop-up box that opens, then confirm your action by selecting Generate. Always remember to save the recovery key shown in the pop-up box. Once you saved it, confirm it by selecting the corresponding button.
Verifying Your Identity with the Authenticator App Authentication Method
After having downloaded the authenticator application and associated it with your profile (as previously explained in this article), you can proceed to verify your identity using the authenticator app.
At this point, open the authenticator app that you have previously downloaded on your mobile phone, tablet or PC, and enter the 6-digit verification code (One Time Password, OTP) shown in the app into the Verify Your Identity via Authenticator App page. Once inserted the One Time Password in the corresponding field, press Complete the Course in order to validate your OTP. The E-Signature validation process is now completed, just like your course!
Please note that you may have more than one account associated with your authenticator app, and as a consequence you’ll see more than one code in your app. If this is your case, make sure you copy the correct code by selecting the row in the app that corresponds to your platform profile.
If you have any issues in finding your phone and so you aren’t able to insert the code in the One Time Password field, click on the I don’t have a One Time Password option. In this case, you must use the recovery key that you have generated on your profile’s page. If you have lost your recovery key, select the I can’t find my recovery key option. You will have to contact your administrator.
In order to complete the e-signature validation process, insert your recovery key in the corresponding field and press Validate Recovery Key.
Because the emergency recovery key can be used only once, the system now generates a new recovery key, which is displayed in the pop-up box that opens. Save the new recovery key, and remember that if you lose access to your device, you won’t be able to complete the authentication process. Once saved your key, confirm it by selecting the corresponding checkbox and button.
Email Authentication Method
If you want to use the email authentication method instead of the authenticator app method used by default, select the Use Email option at the bottom of the Verify Your Identity via Authenticator App page. Remember that you can use your email to authenticate only if you have a valid email address associated with your profile.
If it is the first time you use this authentication method and you don’t have an email address associated with your profile, when you open the course overview or the course player page of an E-Signature course, the Associate an Email Address with Your Profile pop-up box will inform you that you need to go to the My Profile page to perform the association (this pop up will open if you skipped the association of your email when asked in a pop-up box right after you logged into the platform). Once you press the Associate Your Email button, you’ll be redirected to your profile’s page (you can always reach this page by selecting the user menu and then the pen icon on the right of your name and email).
In the Personal Info section on your profile’s page, you will insert your email in the corresponding field and then click on Save Changes. The address you provide will be associated with your profile on the platform and used for the E-Signature validation process, which you can resume after having added your email. If the field in which you can enter your email address isn’t shown in your profile, please contact your platform administrator.
At this point, once selected the Use Email option, the Verify Your Identity via Email page opens in the course player. Here, in the One Time Password field, you will enter the 6-digit verification code (One Time Password, OTP) that was sent to you at your email address. Once inserted the One Time Password in the appropriate field, select Complete the Course. The E-Signature validation process is now completed, just like your course!
When using the email authentication method, remember that the 6-digit verification code (One Time Password, OTP) included in the email expires 5 minutes after you receive the email. In case of issues, you can select the Resend the One Time Password option and the OTP is sent again to your email (please note that you can ask to resend the OTP another time after a minute).
Notifications for Your E-Signature Courses
After you complete the One Time Password authentication process in an E-Signature course, you will receive a notification (if your platform administrator set it up). Depending on how your platform administrator configured the notification, you can receive the notification in your platform’s Notifications area, receive an email notification or a Slack message.