The guide below presents a solution to a common minutes missing signatures error and how to fix it.
What an e-signed minutes should look like
When all signatories have signed the minutes, a certificate will appear on the last page of the minutes; see the example below.
What has happened if no certificate is visible?
If you do not see such a certificate on the last page, it is because someone on the board has clicked that the minutes is "Marked as signed" (intentionally or unknowingly done) in the signing stage. This results in the minutes being archived directly without signatures. The signatures already received will disappear when the button is clicked.
The function is there to attach externally signed minutes to meetings.
Solution
To remedy this, the minutes must be unlocked and sent for signing again.
Under "Archived meetings" you will find all archived minutes, with or without signatures. Locate the minute(s) that do not have a certificate. To begin unlocking, click "View archived minutes" to unlock and sign the minute(s).
Unlock archived minutes
Click on the three dots icon (···) and select the “Unlock” option.
Unlocking minutes
At least two members must accept the unlocking (it could be fewer or more if the organization has set this up). Select yourself and another person to accept unlocking the minutes and click "Submit".
If you choose yourself, it counts as your acceptance of the unlock.
Accept minutes unlocking
The unlock is found and accepted in archived meetings at the meeting to be unlocked. Click the "Approve" button.
Edit minutes
When all marked members have accepted the unlocking, the minutes are unlocked and can be found under "Active meetings". Click "Edit minutes".
Comments and review
Since the minutes will only be sent for signing, you can click "Comments and review".
Mark minutes as done
Click the "Mark minutes as done" button.
Mark minutes as reviewed
Click that the minutes have been reviewed by clicking "Mark as reviewed".
Approve minutes
Approve the minutes by clicking "Approve".
E-sign minutes
E-sign the minutes by clicking "Sign" next to your name. If necessary, remind other members. When all members have e-signed the minutes, the meeting ends up under "Archived meetings" with a certificate on the last page.
If any member clicks "Mark as signed", the minutes will be archived, and no signatures will be displayed.