The Certified Copy report provides file text and information for distribution to the public. This report would most likely be run after a file has been passed at a meeting. The report includes the clerk's signature and the ..title and ..body file sections. You can only produce the report for files that have a final action. To run this report, select a file in the Files module, click the Reports menu and select Certified Copy.
From the left menu, click Report Design>Legislative Files, then click Certified Copy. The General screen is displayed.
(Optional) Make the appropriate changes to these fields, then click Save:
Item
Description
Report Display Name
Change the report display name if necessary. This name appears at the top of the report.
Report Description
Change the report description if necessary. This description appears on the Settings screen for the report when you select it in the Files module.
Click the Settings tab. The following figure illustrates the Settings screen:
Make the appropriate changes to one or more of the following fields and checkboxes:
Item
Description
Available Variables
Displays a list of different variables you can add to the signature block; these variables contain information about the legislative file and its printed report. A pipe – “|” – is displayed in front of each variable name; e.g., |CLERKNAME is used for the clerk's name.
To add an available variable to the signature block, click your cursor in the signature block to specify where you want to position the variable in the text, then select an available variable and click the arrow to move it to the signature block.
Signature Block
This is the pre-filled text that appears on the report, and is the verbiage used by your organization most of the time; therefore, changes to this text should be minimal if at all. To change a variable or word in the signature block, either type directly in the block, or place your cursor where you want to add the variable, and click the arrow to move the variable across from the Available Variables field.
Use
Select this checkbox to include the signature line in the report.
Digital Signature
Select this checkbox to print the signers’ signature image on the report. You must first have uploaded the image for the signer in the People > Photo & Signature section.
Signer1
Enter signature text. This text appears next to the report’s signer, and should be the desired title for the signer. Examples: Approved as to Form, Attest by, Certified by.
Note: To display a signer in this field, select the Can Sign checkbox for the office member on the Bodies > Office Members tab, and then specify the body in the Report Design > Legislative Files > Signature > Settings screen.
SignatureText1
Select a signatory name from the drop-down list provided. The name appears for the signature line of the report. If you leave this field blank, the report selects the first name from the drop-down list.
Display
Select the display format of the signatory name from the drop-down list provided.
Preview
A display-only field that enables you to view the signature block before it is printed. Click Preview to do this.
