Sign, adopt and publish minutes

  1. To adopt and publish the minutes, you need to first attach the minutes to the agenda. To do so, on the Meeting Details page, in the Minutes section, select the Add to Agenda button.

  2. After the minutes are approved, the Adopt and Publish button appears beneath the current minutes document for the relevant agenda item.

  3. Select the Adopt and Publish button to create the adopted minutes document and adopt the minutes from the previous meeting that has been voted on.

  4. Admins also have the option to sign and adopt the minutes by selecting the Go to sign and adopt link. If selected, this link will take the admin to the e-signature page.

  5. The Sign and Adopt page opens. Here, add the required e-signatures or upload a signed PDF version. To publish the final and signed minutes, select Adopt.

To return to the active minutes page, select the back arrow on the top left of the page.

Update the adopted minutes

You can update the adopted minutes by downloading them as an Adobe PDF file, making the changes that you need, and then reuploading the file.

  1. To download the minutes as an Adobe PDF file, select the down arrow next to the Update Adopted button, then select Download adopted.

  2. To download the member minutes, select Member minutes.

  3. Alternatively, to download the public minutes, select Public minutes.

    Note

    Public minutes do not include member-only agenda items or member-only attachments.

  4. The file is available in your browser. Depending on your browser, the file appears at the bottom of your browser window or in the Downloads folder. Select the relevant file to open it and make the relevant changes, such as adding a signature.

  5. After your changes are saved, you can upload the minutes again. To upload the minutes, select the down arrow next to the Update Adopted button, and then select Upload adopted.

  6. To upload minutes for a closed or executive session, select Member minutes. A document upload window displays.

  7. Alternatively, to upload minutes for the public, select Public minutes. A document upload window displays.

  8. You can browse your files, and then select the minutes you saved as a PDF file.

  9. Select Open to begin uploading the minutes.

  10. After uploaded, the minutes are adopted automatically. They will also be available in the future meeting’s agenda as a PDF attachment.

Sign and adopt the minutes

After you publish minutes, you can sign and adopt them to approve the notes and motions.

  1. To share the minutes, so they’re available to members, select options , then select Share.

  2. To publish the minutes on the Public site, select Publish.

  3. The Sign and Adopt button becomes visible after you share the minutes. Select Sign and adopt to add your e-signature and adopt the minutes.

    Note

    After you adopt minutes, you cannot unpublish them.

    Note

    The Draft watermark no longer appears when you preview or download the adopted minutes.

  4. To sign the minutes and add your digital signature, select Add new signature.

  5. If you have previously saved a digital signature, it is visible in the signature picker. Select the signature you’d like to add, and then place it on the minutes document.

  6. If this is your first time adding a digital signature, a window displays. You can draw your name in the signature preview using your mouse or finger on a touch screen.

  7. To enter your signature, select Type. Alternatively, to upload your signature, select upload.

  8. Add through drag and drop an image file that contains your signature or select a file on your computer.

  9. To save your e-signature, select the checkbox next to Save signature.

  10. To add your e-signature to the minutes document, select Create.

  11. You can move your e-signature anywhere on the minutes document. To place your signature on the document, select your mouse or tap the screen on a touch screen.

  12. To add your signature, select Create.

  13. Your e-signature now displays on the minutes.

  14. To delete your signature, select it, and then select clear icon that appears.

  15. To adopt the minutes, select Adopt.

  16. After the minutes are adopted, the Update Adopted button appears on the Meeting details page.