If you accidentally assigned the wrong person to sign the meeting minutes, or if you need to re-issue the request to a different individual, this guide outlines the steps to re-assign signers after a signature request has been sent.
Why You Might Need to Change a Signer:
The wrong person was assigned initially by mistake.
The assigned individual is unavailable or unable to sign the document.
Administrative errors during the confirmation and signing process.
Steps to Change the Signer for Meeting Minutes
Reversing the Confirmation Process
Follow these steps to ensure that the correct person is selected to sign the minutes in BoardPro and that the process remains accurate and traceable.
Locate the Meeting:
Navigate to the relevant meeting where the minutes were sent to the wrong person for signing.
Revert the Minutes to Draft State:
Go to the 'Edit minutes' section within the meeting.
Find the 'Confirm minutes' agenda item and locate the specific set of minutes.
Click the 3 dots (Context Menu) next to “Pending Signature” and select Reverse or Roll Back to revert the minutes to 'Draft minutes.' Confirm the reversal when prompted.
Reselect the Signer:
After reversing the confirmation, the minutes will be in a draft state. You can now follow the confirmation steps again.
During this process, select the correct person to sign the minutes. If applicable, you can specifically ensure that the request is directed to the Chairperson.
Resend the Request:
Once the correct signer is assigned, initiate the signature request again. Note that any previous requests will be removed during the reversal process.
Note: Reversing the signature process removes all pending signature requests and any amendments added to the confirmed minutes. The corrected signer will need to receive a new request after re-confirmation.
Best Practices to Avoid Errors
Ensuring Accurate Selections
Double-check the signer’s name before confirming the minutes.
Communicate in advance with the designated signee to confirm their availability for signing.
Summary of Key Actions
Rolling Back to Draft Minutes: Necessary to remove existing requests and reset the signer.
Re-confirming Minutes: Finalise the correct signer by re-entering their name during the confirmation stage.
Reassigning a Different Signer: Only possible after reversing. Ensure all reversals and reassignments are communicated promptly with the new signer.
Frequently Asked Questions
What happens to the previous signature request when I reverse the confirmation? When you reverse a confirmation, any existing signature request is removed, and the signee will no longer have access to the document. You must re-confirm and send a new request to the correct signer.
Can I directly change the signer without reversing the confirmation?
No, the confirmation must be reversed to reset the process and assign a new signer. This ensures traceability and error prevention within the system.
By following these steps and leveraging BoardPro's features, you can efficiently manage signer assignments and ensure that meeting minutes are signed accurately.