Tip #100 - Add your client’s signature to their contact card to have the signature automatically inserted into your finished documents.

During the litigation of a matter, you oftentimes need to have documents signed by your client. Many are routine, such as medical authorizations. The easiest way to generate completed documents in SmartAdvocate is to use document templates. You can have a client’s signature automatically inserted in your documents using the signature merge code. Having a client’s signature readily available is a great convenience and significant time saver, especially for routine documents such as HIPAA Authorizations.[1]

First, you will need to get a copy of the client’s signature. The signature is then uploaded and saved to the client’s contact card. You can then use the Plaintiff’s Signature merge code in your document template to have the signature merged into your generated document. To do so, follow these steps:

Get a copy of your client’s signature. This can be scanned and uploaded to your computer or you can take a picture of the signature and upload the picture. If the signature is scanned, it would be best to use a snipping tool (such as Windows Snipping Tool) to make a “picture” of the signature and save that picture on your local computer.

Sample picture of client’s signature

2. Copy and paste the picture signature in a blank Word document. You may need to adjust the picture size so that when the signature prints in your document it will be the desired size. In the example below, the signature was signed to be approximately 2 inches wide by ½ inch high. The ‘picture’ was further edited and set for a white background and the border set with no outlines.

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

3. Save the Word document on your computer, taking note of the location/folder in which it is saved.

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

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].

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

Now that you have saved the signature to the client’s contact card, you simply 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).

m, who generally creates WorkPlans.

‘Does SmartAdvocate give automatic deadline reminders?’

‘How can I get a ‘pop-up’ reminder 30 days before the SOL expires?’

While they won’t create ‘pop-ups’ in the strictest sense, you can create simple WorkPlans that can automatically populate ‘reminders’ of upcoming SOLs. The following example shows how to create a WorkPlan for Auto Accident Cases that will automatically populate 90, 60, 30 and 7 day ‘SOL Reminders.’

(Please note that in this example the reminders are populated based on a 3-year SOL. You will need to make the appropriate adjustments based on the actual SOL for your Case Type and/or jurisdiction)

From the Admin Tool Bar, select WorkPlans, then WorkPlan Management from the resulting drop-down menu.
Click the ‘New WorkPlan’ button in the top left corner of the screen.
Enter a name, optional description, and optional Special Notes for the WorkPlan.
Click the ‘Update’ button to save the new WorkPlan name.
Now locate the WorkPlan name you just created from the list of WorkPlans displayed and click the open WorkPlan icon to the right of the pencil/edit icon.

6. Right click on the WorkPlan name and select ‘Add Critical Deadline’ from the drop-down menu.

7. Click the ‘Add Empty Item’ button from the dialog box.

8. For the General Information, enter a Name (such as 90 Day SOL Reminder), select CriticalDeadline for the Type and enter an optional Description and optional Special Instructions if desired.

9. Click the ‘Scheduling Setting’ Tab and click the drop-down for ‘Item Entered Date’ and select the ‘Incident Date (DOI)’ option. In the box to the right of ‘And then add additional’ enter the number of days less 90 days for the actual SOL. In the following example, I entered 1005 which represent 90 days less that the total number of days for a 3-year SO