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HOW TO FOR DOCUMENT SIGNERS
This document provides instructions on how to sign a PDF document in CM.
There are two methods for digitally signing documents in Content Manager:
1) Records Due Tray method: Access the documents via your Records Due Tray for greater efficiencies when signing multiple documents.
2) CM Notification method: Access each signature request individually using the CM Notification that comes to your email.
TO ADD YOUR DIGITAL SIGNATURE FROM THE RECORDS DUE TRAY:
1. Open CM and Navigate to your Records Due Tray. (Go to your Shortcuts Bar and select Favorites, then click the Records Due Icon.)
2. Double-click on the Records Due Tray to see any documents that need action.
a. You may want to check the Records Due periodically throughout the day.
b. Open (Edit or Ctrl-O) and digitally sign the document after reviewing the document for accuracy.
3. Save and close the signed document.
4. To speed up a document’s check-in back to Content Manager, right-click on the document and select Check In. In the window provided, select the “Make a new Revision” option so that the new revision will include your signature.
5. Return to your Records Due to repeat the review/sign process for each document listed.
6. When you are done signing, right-click and Tag All.
7. At this point, all documents that you digitally signed, should have a checkmark next to them. Right-click in the white space or on any document, and go to Workflow. Then select Complete Current Action.
8. When prompted, select All Tagged Rows, and then Yes to All.
9. You have completed your digital signature. This will route the document on to the next step, whether to another signer, or back to the originator/admin.
10. OPTIONAL STEP: If you like to “keep a copy” of what you have signed, right click on the document and select Send To… User Label, and then designate the label for Signed documents. (Contact your Record Coordinator if you need help setting up a User Label.)
11. Tips for Tracking a Documents Progress as it is routed are available on page 3.
TO ADD YOUR DIGITAL SIGNATURE FROM THE LINK PROVIDED IN THE EMAIL NOTIFICATION:
1. Typically you will receive email notification that a Content Manager document requires your signature. The verbiage may vary a bit, but it will look something the screenshot below.
2. Do not click the link in the body of the email. Double-click on the attachment that identifies the full title of the document. At the prompt, click “Open”.
3. Now you will be presented with the record as listed in Content Manager. To edit this record with your signature, highlight it and then click Edit on the MatSu Records toolbar ribbon. (OR, Control+ O; OR right-click and select Edit).
4. Add your signature to the document as usual. When prompted, save the document in the suggested location. Do not alter the title; just click Save then close Adobe.
5. To speed up a document’s check-in back to Content Manager, right-click on the document and select Check In. In the window provided, select the “Make a new Revision” option so that the new revision will include your signature.
6. Finally, right-click on the document and then go to Workflow, and select Complete Current Action. This will route the document on to the next step, whether to another signer, or back to the originator/admin.
7. OPTIONAL STEP: If you like to “keep a copy” of what you have signed, right click on the document and select Send To… User Label, and then designate the label for Signed documents. (Contact your Record Coordinator if you need assistance.)
8. Tips for Tracking a Documents Progress as it is routed are available below.
Tips for Tracking the Document’s Progress as it is Routed:
To track the Workflow at the document level, it is recommended that you have the following lower view pane fields available:
Lower View Pane fields àà
Title
Record Number
Access Control
Current Action
All Actions
Checked Out
Checked Out to
Checked Out on
Audit Events
Notes
To display additional columns in the view pane:
1. Highlight your document.
2. Right Click anywhere in the lower view pane and select Customize.
3. In the window provided, scroll through the list of available fields on the left-hand side of the window. Locate and select the field you want to add to your display.
4.
Click Add, to add it the displayed fields shown in the right-hand column. 
5. Click OK.
For further information or assistance, email the Records Division at Borough.Records.Division@matsugov.us or submit a Help Desk Ticket using the CM Assistance selection.