Tip #90 - How to Add a Client’s Signature to their Contact Card

Add your client’s signature to their contact card and have the signature automatically inserted into your finished documents.

During the litigation of a matter you very often need to have documents signed by your client. Many are routine, such as medical authorizations and the like. The easiest way to generate completed documents in SmartAdvocate is to use document templates. Furthermore, 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. Thereafter, you will use the Plaintiff’s Signature merge code in your document template to have the signature merged into your generated document. Here are the steps to have the foregoing accomplished:

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 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 (simply click on the client’s name on 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 number 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).