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E-sign meeting minutes

E-signing meeting minutes works differently from signing regular files or Hippoly Docs. The signing flow is accessed from the meeting panel rather than the folder view, and you can optionally include attachments such as supporting documents and files from the meeting.

If you want to e-sign a regular file or a Hippoly Doc, see Send for e-signing.

Before you start

Before meeting minutes can be e-signed, the following must be in place:

  • The meeting minutes (protocol) must have been created in the meeting.

  • If your organisation uses an approval flow, the minutes should be approved before signing. Any ongoing review is automatically cancelled when the signing process starts.

Start the signing flow

1

Navigate to the meeting and open the Protocol panel.

2

Click the Sign action on the protocol. Hippoly generates a PDF of the meeting minutes.

3

A preview of the generated PDF is shown so you can verify the content before sending it for signing.

4

You can include supporting documents from the meeting as part of the signing package. Only files that can be converted to PDF are included. This is useful when the minutes reference specific documents that the signers need to see together with the protocol.

5

Add the people who need to sign the minutes:

  • Workspace members: search by name and select from the list.

  • External parties: enter the person's name and email address.

For each signer, select a signing method that determines how they verify their identity.

6

By default all signers can sign in parallel. If signatures need to happen in a specific sequence, enable Set signing order and arrange the signers in the desired order.

7

Review the settings and click Send for signing. The protocol status changes to Signing and all signers are notified.

After signing completes

When all signers have signed:

  • The protocol status changes to Signed.

  • The signed PDF is stored as a permanent file in the meeting folder, accessible to all meeting participants.

  • The minutes can no longer be edited.

You can track the signing progress and send reminders from the signing management view.

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