Sign, adopt and publish minutes

Sign and adopt during a meeting

To use the Adopt and Publish feature within your meeting, ensure that the previous documents for the minutes are added to the agenda.

1. Select  Add to Agenda in the Minutes section of the Meeting Details page of the previous meeting.

2. Run through the vote to approve the minutes. Once approved, the Adopt and Publish button appears under the field for the relevant agenda item.

3. Select Adopt and Publish to create the adopted minutes document.

4. You also have the option to sign and adopt the minutes by selecting the Go to sign and adopt link, which takes you to the e-signature page.

5. On the Sign and Adopt page, add the required e-signatures (select from the list of signatures available and drag to appear on your page) OR upload a signed PDF version by downloading the minutes document, adding a signature, and selecting Upload Draft. To publish the final and signed minutes, select Update Adopted.

6. To return to the active minutes page, select the Back arrow at the top of the page.

Distributing Draft Minutes – Sign and Adopt

If you don’t need to have your minutes added to an agenda, you can share and publish the draft minutes instead and then select Sign and Adopt after approval.

1. In the Minutes section of the Meeting Details page, select Options > Share to share the draft minutes so they’re available to members.

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

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

4. If you have previously saved a digital signature, it is available in the signature picker. Select the signature that you’d like to add and then drag it onto the minutes document.

5. To create a new signature, select +Signature. Draw, type, or upload a signature to add in the drop-down menu and select Create.

6. You can place an e-signature anywhere on the minutes document by dragging it to the desired location.

   The e-signature now displays on the minutes.

7. To delete a signature, select it and then select the Delete icon that appears.

8. To adopt the minutes, select Sign & Adopt.

9. If you’d rather not use e-signatures, you can download the document, sign it, and then upload it (use Update Draft from this page, or from the Minutes section within the Meeting Details page).

10. After the minutes are adopted, the Update Adopted button appears on the Meeting Details page and the status labels change to show that the minutes have been adopted.

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 re-upload the file. This can be done in the Minutes section of the Meeting Details page.

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

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

3. To download the public minutes, select  Public Minutes.

4. 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 necessary 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 select  Upload Adopted.

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

7. 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 that you saved as a PDF file.

9. Select Open to begin uploading the minutes.

   After upload, the minutes are adopted automatically.