If you accidentally assigned the wrong person to sign the meeting minutes, or need to reissue the request to a different individual, you can reverse the confirmation and assign a new signer. This guide outlines the steps to reassign a signer 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.
An administrative error occurred during the confirmation or signing process.
Steps to change the signer for meeting minutes
Locate the meeting
Navigate to the relevant meeting where the minutes were sent to the wrong person for signing.
Revert the minutes to draft
Open the meeting.
Select Edit minutes.
Locate the Confirm minutes agenda item and the relevant minutes.
Select the three-dot menu next to Pending signature.
Select Reverse or Roll back to revert the minutes to Draft minutes.
Confirm the reversal when prompted.
Important: Reversing the confirmation removes all pending signature requests and any amendments added after the minutes were confirmed.
Reselect the signer
After reversing the confirmation, the minutes return to draft status.
Repeat the confirmation process and select the correct signer. If required, ensure the request is directed to the Chairperson.
Resend the signature request
Once the correct signer has been selected, confirm the minutes again to send a new signature request.
Note: Any previous signature requests are removed when the confirmation is reversed.
Best practices to avoid errors
Ensure accurate selections
Double-check the signer's name before confirming the minutes.
Confirm the signer's availability before sending the request.
Key points
Rolling back to Draft minutes - your meetign must be in the Draft minutes stage to reverse the confirmation and request a new signer. If your meeting is in Minutes in Review roll it back one stage to Draft Minutes.
Reconfirming the minutes allows you to select the correct signer.
Reassigning a signer is only possible after reversing the confirmation.
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 reconfirm the minutes 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 before a new signer can be assigned. This ensures traceability and maintains an accurate signing record within BoardPro.