Tip #232 - Add Your Client’s Signature To Their Contact Card; Have It Automatically Inserted Into Your Finished Documents

During the litigation process, often you'll need to have documents signed by your client. Many are routine, like medical authorizations. There are several steps to adding your client’s signature to their contact card and having the signature inserted into your documents. First, you create the document, and the easiest way in SmartAdvocate is to use document templates. Next, you use the signature merge code to automatically insert it into your documents. Having a client’s signature readily available is a significant time saver, especially for routine documents such as HIPAA Authorizations._[1]

Here Are Step-by-Step Directions:

Get a copy of your client’s signature. This can be either scanned and uploaded to your computer or you can take a picture of it, and then upload. If the signature is scanned, it would be best to use a snipping tool and save that picture on your local computer.

Sample picture of client’s signature

2. Copy and paste the picture signature into a blank Word document. You may need to adjust the size to fit. In the example below, the signature is approximately 2 inches wide by ½ inch high. It was further edited for a white background and set with no outlines for the border.

Picture of client’s signature copied to blank document (picture set to white color background and no outline border)

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3. Save the Word document on your computer, making sure to note the location/folder in which it is saved.

4. Go to the case in SmartAdvocate and open the client’s contact card (click on the client’s name on the Summary Screen to open the full contact card).

Our screenshots are interactive! Just click on each one to see enlarged versions for better viewing.

5. Click the “Documents” tab at the top of the contact card.

6. Click the “Add New Document” button in the top left corner of the resulting Contact Documents page.

7. Browse for and locate the signature document you saved in step #3 above.

8. Select Document Type “Signature” and click the “Save” button_[2]

Our screenshots are interactive! Just click on each one to see enlarged versions for better viewing.

9. Click the Save button (bottom right corner of the contact card screen) to save the updated information to the client’s contact card.

Our screenshots are interactive! Just click on each one to see enlarged versions for better viewing.

Now that you have saved the signature to the client’s contact card, you just need to add the plaintiff’s signature merge code (<! [PL-SIGN] !>) in your template where you want the signature to appear.
[TIP: Use Word’s text box feature and add the signature merge code in the text box – the format of the text box for Shape Fill should be No Fill and Outline should be No Outline].

Sample template with plaintiff’s signature merge code.

Document generated from the template shown above.

[1] It is suggested that you get your client’s explicit authorization (preferably in writing) to apply their signature to any document. A suggestion would be to secure such authorization in the Retainer Agreement, whereby the client gives his/her authorization to apply their facsimile signature to specific documents such as a HIPAA Authorization.

[2] If you do not have the “Signature” option for Document Type, you will need to add that type in Picklist Maintenance. To do so, go to Admin > Picklist Maintenance. Locate Contact Document Types on the list. Click the “Add New Item” button in the top left corner of the page and add the Document Type Name “Signature” (without the quotes).