I Heart Tech

Digital (Image) Signatures...Step 2 (with Adobe)

There are many software tools that can be used to capture an image of your signature. We are using Adobe Acrobat (Pro or Standard) in this example; if you don't have it, standby, next post is on getting on without it. Assuming you DO have it and you have scanned in your signature (step 1), follow these steps to using the SnapShot tool:

1. Open the file in Acrobat - we're talking version 8 here (varies in different versions so look around for it, if you have an old version, you might not even have it).
2. In version 8 go to Tools > Select & Zoom > Snapshot Tool (it's possible the Snapshot tool is already on your toolbar - it's a little camera). You won't see anything on the screen once the Snapshot tool has been activated, but your cursor will have changed to cross-hairs.
3. Now drag to draw a rectangle box  around your signature (dragging from top left corner to bottom-right corner and click to release your mouse). Again, not much will happen but you will see a highlighted box around the area you selected. Be sure to get in close to the sig without touching it. You can do it over and over until you get it just right.You'll get a message box from Acrobat letting you know that the image has been copied your clipboard.(If you cut or copy anything else after this, you will come back and repeat step 3.)
4. We need to move that image off the clipboard and into a working file. Again, there are many tools that will allow you to do this, for our general purposes, we are going to use PowerPoint. You'll want to launch PowerPoint and have a slide on the screen (doesn't matter if it's blank or not, when we're done you will close PPT without saving anything) - now place your cursor anywhere on that slide and paste (CRTL + V or right-click > Paste) to move the capture off the clipboard.
5. Hopefully you will see a nice image of your signature on the screen. Once you do, right-click directly on that image and select "Save as Picture".
6. Simply put, you will be creating a clip-art of your signature that can be inserted into a Word document (and many other apps). Name the file and save it as a jpeg (the default "Save as type"). Be sure to put it somewhere easy to find.

That's it, that's all it takes. Now go to Word, place your cursor where you want that image to sit - then to, Insert > Picture > From File (be sure the Files of Type box says "All Files") and browse to your signature image to stick it. (Don't forget to print your document to PDF before sending it out via email).

Good start for now, we'll soon talk about creating shortcuts to getting that sig into a document as well as some other cool things we can do with the SnapShot tool in Adobe. If you have any trouble or questions, email me.

Creating Digital (Image) Signatures...Step 1

Scanning. There was scanning everywhere. It was mad. It took me a while to figure out why but once I did, I was nearly horrified. Sometimes, the blessing is the curse.

A couple of weeks ago I was working with a new client, a 12-attorney firm in a city I refer to as The Past. Now, the firm itself it not living in the past, they, as a matter of fact have GREAT technology in place and are looking to make the most of what they have. As I interviewed all the attorneys and staff and as I walked around I realized that they sure are doing A LOT of scanning. At first, I thought, that's great! Scanning is so good. Well it can be, but sometimes it can just create more work. Here's how it went - they had:

1. Firm letterhead on pre-printed paper in the printer (read: cha-ching $$)
2. A letter created in Microsoft Word
3. That letter which required an attorneys signature (real sig, pen and quill style)
4. The desire to send that letter via E-mail not snail mail

And here's what they were doing:

1. Creating letter in Word
2. Printing to "Tray 2" (to get it on the oh-so-nice-we-are-classy- firm-that-spends-lots-of- money-on-preprinted-letterhead paper)
3. Taking the paper to the attorney to sign (include wait time if attorney is busy or out of the office)
4. Scanning the paper BACK into the system (sometimes saving it to DMS, sometimes not)
5. Shredding or filing letter (might as well be dollar bills you're using)
6. Emailing document out (hopefully as a PDF)

So all-in-all not really doing anything WRONG but certainly not doing it in a way that would benefit the firm from a financial point or in time management. So here's what we did. For those attorneys who were interested (some do not like this idea as they feel they have more control over their work and sig - no problem, you stay there PterodactAttorney and I'll deal with you later) we created digital images of their signatures (not to be confused with "Digital Signatures" from products like Adobe Acrobat) that can be inserted into a Word doc (and many other apps). The digital image is like a clipart/picture of their actual signature that they have on their computer and that they have given to their trusted firm members). We're going to start here and then get onto the firm logo and the pro's and con's to this system in future posts. So here's what you will need to get started:

1. Download this file:
   Download SigBoxes.pdf - it's a template for you to PRINT out and sign (have everyone who is interested sign). You can create as many sigs as you want. I usually have folks sign one full name and one first name only for less formal needs.
   - Be sure to sign bigger than normal and with a good pen - an Ultra Fine Sharpie is the best.
   - Don't use a regular ball point - too skinny.
   - Stay inside the lines, be sure you don't touch the lines of the boxes (we'll need the space around to lift the sig).

2. A scanner

3. Someone who knows how to use the scanner

4. Very important tool: Adobe Acrobat Standard or Pro - if you dont have it, you'll want to identify an imaging/picture software on your PC (more on that when we get to it).

So for today - your goal is to download the template, collect sigs, scan it back into your PC as a PDF preferably or some other image file (do not OCR the scan job).

If you get stuck, email me, I'll help you.