Digital Signature Creation/Setup (TOTAL Only)

This document explains how to set up a digital signature in TOTAL.

Document 6056  ¦  Last updated: 5/5/2015 ACN

TOTAL makes it easy to sign your reports with a few simple clicks. However, you must first configure the image to be used as your signature.

The overall process for setting up a digital signature is as follows:

  1. If you don't already have a digital signature image file, create an image of your signature in BMP, JPG or GIF format using your scanner.
  2. Load your digital signature image into TOTAL.
  3. Fine-tune the signature settings.
If you previously had a signature set up in WinTOTAL, you can reuse that signature. Locate the image file in the following locations:
  • Athena users: C:\WIN2000\Users\*USERNAME*
  • Aurora users: C:\a la mode\WinTOTAL\Users\*USERNAME*
Replace the term *USERNAME* above with your WinTOTAL username.


Already have your signature on your PC?  Start here.

Loading Your Digital Signature File into TOTAL

Digital signatures are tied to the licenses that are configured for each user profile in TOTAL, although the same digital signature image file may be used for multiple licenses. Once the signature has been set up for a given user's license, that signature may be used to sign any report. If you are licensed in multiple states, you will need to configure multiple licenses.  To set up your digital signature for one of your licenses:

  1. In TOTAL, click Tools, Configure Settings.

    Configure Settings

  2. In the Settings window, select User Management.

    User Management

  3. Click on the name of the user for whom you need to configure a signature, then click Edit.

    Edit User

  4. Click the User and License Settings tab.

    User & License Settings

  5. If there is already a license listed, click on that license, then click Edit. Or, if there is no license configured for this user, click Add.

    Add or Edit License

  6. Enter the necessary information pertaining to the user's license or certification. Then, click Add Signature.

    Add signature

  7. Now, browse to the digital signature image file on your PC. Select that file in the dialog window, and click Open.

    Browse for Signature File

  8. Your signature now appears in the preview pane on the left. From here, you have a few options available to adjust the appearance of your signature:
    • Use your mouse to click and drag the signature to the correct position, or use the directional arrows on the right to position the signature on the signature line. Click C to center the image.
    • If your signature is too small or too large, use the magnifying glass icons on the right to adjust the zoom level.
    • Use the Color drop-down menu to choose the color for your signature.
    • If you need to start over, click Cancel to reset your signature image to its original state.

    Adjust Appearance

  9. To add a state seal, follow the same instructions as you would when adding your signature, except that when you reach step 6, you will click Seal in the center towards the top, before clicking Add Seal on the right.

    Add Seal

  10. Once you are satisfied with the appearance of your signature and/or seal, click OK, then click Save, to save your settings, then click Save & Close to save your changes and return to TOTAL.

Haven't scanned your digital signature to your PC yet?  Start here.

If you do not already have a digital signature image file:

The best way to create a digital signature image file is to use a scanner to scan your signature into your PC. To create a digital signature image file:

  1. On a blank sheet of paper, using a medium-tipped (preferably black) pen, sign your signature as you would normally.
  2. Scan the signature using your scanner. Scanner software varies depending on the manufacturer. Generally, you will be able to control settings like DPI and file format.
    • For best results use 300 DPI resolution.
    • Many scanners default to a file format of PDF. This will not work, as a pdf is not an image file. For best results, set the file format to GIF, BMP, or JPG.  If you're unable to change the file type, go ahead and save the scan as a PDF, then follow document 5094 to take a screenshot of the signature afterwards.

    For assistance with your scanner settings or help with using your scanner, refer to the product manual or contact the manufacturer.

  1. Now, you'll need to crop the image as closely to your signature as possible, leaving as little white space around the signature as possible. Many times your scanner software helps you with this. However, if the scanner software does not offer such a feature, use a separate program or image editing software to accomplish this.
    • Microsoft Windows comes with a program called Paint to help with this process. Locate this software by going to Start, (All) Programs, Accessories, then click Paint.  Open the image that you just scanned, and use the Crop feature. Microsoft Paint provides a help menu that assists with this, but for further assistance you must contact Microsoft or a local technician. The video at the top of this page demonstrates this process for you.
  1. Once you have cropped the signature, save the file - and be sure to remember where you saved it!
  2. Now you are prepared to follow the instructions at the beginning of this document to load the digital image of your signature into TOTAL.

After adding your signature to TOTAL, watch the short video on signing your report in the related links on the upper‑right side of this page.  For more information on signing your report, including how to sign a report securely, click here.

Related Links