Digital Signature creation & setup (TOTAL Only)

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

Document 6056  ¦  Last updated:  01/26/2017 KMG

TOTAL makes it easy to sign your reports with a few simple clicks once you've configured a signature for your User Profile.  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.

Follow the instructions below to set up your digital signature for signing reports in TOTAL.

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.

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

If you don't 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 this document 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.  If you're using Windows 8 or 10, simply type Paint into the Start screen and press Enter.  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've cropped the signature, save the file to a location that you'll easily remember, such as your Photos folder or your Desktop.
  2. Now, follow the instructions at the below to load your digital signature file into TOTAL.

Creating Licenses and Signatures for multiple appraisers?  Start here.

If you're setting up a signature for more than one appraiser, use the User Management utility to easily select the appraiser profiles you wish to edit.  Follow the steps below to navigate to the appropriate user:

  1. In TOTAL, click Tools in the upper left, and then click Configure Settings.

    Configure Settings

  2. In the Settings window, click User Management on the left.

    User Management

  3. Now, click on the name of the user that needs a signature configured, and enter a password for the user if necessary.  Then, click Edit.

    Edit User

  4. Click the User and License Settings tab.

    User & License Settings

Once you've navigated the User and License Settings tab, click here to follow instructions for loading a digital signature file into TOTAL.


Loading Your Digital Signature File into TOTAL

Digital signatures are tied to the licenses 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're licensed in multiple states, you'll need to configure a license for each state.

To set up your digital signature for one of your licenses:

  1. In TOTAL, click the User Profile Menu button in the upper right, and then click Edit Signature and License from the menu list.

    User Profile Menu

  2. Select the license you wish to update, then click Edit.  If there's no license displayed, click Add.

    Add or Edit License

  3. Enter the user's license or certification information, and then click Add Signature.

    Add signature

  4. Now, browse to your digital signature image on your PC.  Select the file, and then click Open.

    Browse for Signature File

  5. In the Crop Your Signature window, ensure any additional whitespace around your image is cropped out while keeping your signature contained in the blue box.  Adjust the box by dragging and dropping or using the corner adjustment.  When finished, click Crop in the lower right.

    If your signature is too large to be adjusted appropriately, you may need to resize the image in an editor program like Paint or Photoshop.

  6. Your signature now appears in the preview pane on the left.  You have a few options available to adjust the appearance of your signature:
    • Use your mouse to click and drag the signature, or use the directional arrows on the right to position the signature on the signature line.
    • Click the C button to clear any resizing and to re‑center the image in the preview pane.
    • If your signature needs to be resized, use the magnifying glass icons on the right to adjust the zoom level.
    • Use the Color drop‑down menu to choose a color for your signature.
    • If you need to start over, click Cancel to reset your signature and go back to Step 2.

    Adjust Appearance

  7. To add a state seal to your signature, click the center Seal button, and then click Add Seal on the right.  Then, follow the instructions starting from Step 4 to add your seal image to your signature.

    Add Seal

  8. Once you're satisfied with the appearance of your signature and/or seal, click OK, then click Save to save your changes and return to TOTAL.

That's it!  You can now sign reports with your newly created signature and/or seal.  For more information on signing your report, including how to sign a report securely, click here.

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.

Related Links