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Documentation & User Guides | FotoWare

Requesting consent for use

Overview

After creating a consent form that contains all the information you require, the users' consent is obtained either by using the FotoWare mobile app or by sending out requests to sign from the consent forms management page in the FotoWare web interface. This topic explains both solutions.

Obtaining consent using FotoWare Mobile

Open FotoWare on your mobile device and log in to your FotoWare if not automatically logged in.

Tap the menu button at the top of the screen, next to your username, and select Manage consent forms:

Consent_forms_mobile.png

Tap on the + at the top right of the screen to create a new signature request and choose the consent form template to use for this consent.
Note that you cannot create the templates in FotoWare mobile.

Consent_forms_list_mobile.jpg

 

If the person signing the form wants to use their own device, they must scan the QR code that appears on the screen.
Alternatively,

  • you can have the person fill in and sign the form on your device, or
  • You can copy an invitation link to the clipboard and share it with everyone that needs to sign
  • you can share a link to the consent portal via email.

Important: The QR code and clipboard option can be used to collect signatures from several individuals. However, the email option creates an invitation that is unique to each recipient. When using the individual email option, the consent form status will be set to pending on the Overview page - this will change once the consent has been approved or rejected. When using the QR or link option to sign, however, there's no telling how many people may sign the consent and so the status will not be updated accordingly.

 Consent forms mobile - 4_800px.jpg

 

Requesting Consent using the FotoWare Web Interface

  • From the Tools (cogwheel) menu in FotoWare, choose Manage Consent Forms. Select Request signature at the top right of the consent forms page.

There are two ways to request consent:

  • Sending an email to each individual recipient (each recipient receives a unique link that cannot be shared)
  • Creating a QR code/link that can be shared with several users to allow them to approve the assets. This is typically used for group pictures where consent needs to be collected from several data subjects.

Consent request by email invitation (individual links to sign)

Requesting consent from the consent forms page.png

  • Choose the consent form template to use from the drop-down list and enter the email addresses of your recipients.
  • Finally, add any custom message to the email and click on Send.

As soon as an email has been issued, the status of the consent request is updated to Pending. It will update once the recipient has accepted or rejected the request.

You can verify whether the consent has been signed by locating the request on the consent forms management page.

Consent request by QR code/link (for several recipients)

Requesting_consent_from_QR_via_the_consent_forms_page.png

The QR code/link option can e.g. be used to obtain consent for pictures depicting several people, where each person needs to give their consent for use.

  • Choose the consent form template to use from the drop-down list and click on Reveal QR code to show the QR and the link.
  • You can download the QR code as a .PNG file or print it, or you can copy the link and distribute it to the recipients.

You can verify whether the consent has been signed by locating the request on the consent forms management page.

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