> For the complete documentation index, see [llms.txt](https://docs.cottfile.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.cottfile.com/judge-guide/signing-and-returning.md).

# Signing and Returning

After reviewing a filing, you have three options: **sign** it to approve, **return** it to the clerk if something needs attention, or **deny** it (in whole or in part) with DENIED stamps.

## Signing a Filing

Signing a filing means you approve it. The signature dialog runs in two steps: first you provide a signature, then you place it.

1. Click the **Sign Filing** button at the bottom of the review panel.
2. **Step 1 -- Sign Filing.** Provide your signature:
   * **Draw** -- use your mouse, trackpad, or finger (on a touchscreen) to draw your signature on the canvas. Click "Clear" to start over.
   * **Upload Image** -- select a PNG or JPEG image of your signature.
   * **Use saved signature instead** -- if you have previously saved a signature, click this to reuse it.
3. Check **"Save this signature for future use"** so you do not have to draw or upload again next time. If you already have a saved signature, the checkbox reads **"Replace saved signature with this one."**
4. Continue to step 2, **Select Documents & Position Signature**.

{% hint style="info" %}
A saved signature is also what allows you to **deny** a filing -- the DENIED stamp carries your signature. If you plan to use denial stamps, save a signature here first.
{% endhint %}

### Choosing Where to Sign

In step 2, the dialog lists all documents in the filing. Select which documents to sign using the checkboxes next to each document name.

For each selected document, you can:

* **Add signature placements** -- place multiple signatures on the same document (e.g., signing on different pages).
* **Position the signature** -- drag the signature on the page to place it exactly where you want it, and resize it from the corner handle.
* **Step through placements** -- use **Next** and **Prev** to move between signature placements. If your judicial staff placed signature boxes for you, the dialog starts at those boxes so each one is ready to fill.

Under **Signature text**, two checkboxes control the text printed with your signature:

* **Show name above the signature** -- prints "Signed by The Honorable {your name}"
* **Show the "Signed on" date below the signature**

### Choosing Where the Filing Goes After Signing

The placement step includes a box titled **"After signing, send to"** with two options:

* **My judicial staff — for final edits** -- pick which staff member receives it. They finish any edits and release the filing to the clerk.
* **The clerk's office — skip staff review** -- the signed filing returns straight to the clerk's queue.

Your default from your Profile is pre-selected; you can change it for any individual filing ("Change your default in Profile."). If you have no linked judicial staff, the box simply says: **"This filing returns to the clerk's office after signing."**

Finally, click the sign button. It reads **"Sign & Send to Staff (N)"** when sending to staff, or **"Sign N Document(s)"** when sending to the clerk. Use **Back** to return to step 1 if you need to redo the signature.

{% hint style="info" %}
**📹 GIF:** Signing a filing -- clicking "Sign Filing," drawing a signature, checking "Save this signature for future use," moving to Select Documents & Position Signature, stepping through placements with Next/Prev, choosing "The clerk's office" in the After signing box, and clicking "Sign 1 Document(s)."
{% endhint %}

### What Happens When You Sign

* Your signature is applied to each selected document and signed copies are saved. Any edits you made before signing are included.
* The filing status changes to **Judge Signed**.
* If you sent it to staff, it stays with your judicial staff as **Signed — Pending Your Release** until they release it to the clerk.
* Otherwise it goes straight to the clerk's **Returned by Judge** queue at **High** priority, and the assigned clerk gets an in-app notification ("Filing signed by judge").
* The clerk then records the signed filing -- signing does not itself stamp, charge, or record anything.
* The filing moves from your Inbox tab to your Signed tab, and you are returned to your inbox automatically.

{% hint style="warning" %}
The filer is **not** emailed when you sign. Filers only hear about a filing when the clerk accepts or rejects it.
{% endhint %}

## Returning a Filing to the Clerk

If the filing has an issue that prevents you from signing it, you can return it to the clerk with an explanation.

1. Click the **Return** button at the bottom of the review panel.
2. A return panel slides open. Select a **reason** from the available options:
   * **Needs revision** -- the document content needs changes
   * **Wrong case** -- the filing was routed to the wrong case
   * **Missing signature** -- a required signature is absent from the document
   * **Incomplete** -- the filing is missing required information or documents
   * **Other** -- any other reason
3. Optionally add a **note** with details for the clerk (e.g., what specifically needs to be fixed).
4. Click **Confirm Return** to send it back.

{% hint style="info" %}
**📹 GIF:** Returning a filing to the clerk -- clicking "Return," selecting "Needs revision" as the reason, typing a note explaining what needs to change, and clicking "Confirm Return."
{% endhint %}

### What Happens When You Return

* The filing status changes to **Returned to Clerk**.
* The filing is placed back in the clerk's **Returned by Judge** queue with **High** priority so it gets prompt attention.
* The assigned clerk is notified in the app, and emailed if they have the "Returned from the judge" email notification turned on.
* The filer is **not** emailed -- judge activity is never announced to filers.
* The filing moves to your Returned tab, and you are returned to your inbox automatically.

{% hint style="warning" %}
You must select a return reason before submitting. The note is optional but recommended -- it helps the clerk understand exactly what needs to be addressed.
{% endhint %}

## Denying a Filing

To deny a filing, you place red **DENIED** stamps on its pages. Each stamp shows the word "DENIED", your signature, and the reason you give.

{% hint style="warning" %}
Denying requires a **saved signature**, because the stamp carries it. If you have not saved one, open the sign dialog on any filing and check **"Save this signature for future use"** first.
{% endhint %}

1. Click **Deny** in the PDF Tools. A footer opens explaining the tool: "Denial stamps — drag each onto a page and give it a reason. Add as many as you need, on any page. Deny the whole filing, or sign it with only the stamped items denied."
2. Drag the stamp onto the page where it belongs (stamps are draggable on touch screens too).
3. Give the stamp a reason in **"Reason for this stamp"** (e.g. "Missing required exhibit"). Reasons are 3 to 500 characters.
4. Adjust the **Stamp size** slider if needed (10% to 65% of the page width). A resize box shows while you are editing a stamp.
5. Use **Add another stamp** to place more -- as many as you need, on any page. The footer lists every placed stamp by page and reason; click one to edit it, or the ✕ to remove it.
6. Turn on **Stamp every page** to "Put this stamp's reason on every page without one."
7. Click **Stamp & Return** to deny the whole filing. The stamped filing goes back to the clerk as **Returned to Clerk**, and the clerk is notified. Or click **Cancel** to discard the stamps.

{% hint style="info" %}
**📹 GIF:** Denying a filing -- clicking "Deny" in PDF Tools, dragging a DENIED stamp onto the page, typing a reason, adjusting the stamp size slider, and clicking "Stamp & Return."
{% endhint %}

## Denying Part of a Filing

Sometimes only part of a filing should be denied -- for example, granting a motion but denying one requested item. In that case you sign the filing with only the stamped items denied:

1. Place DENIED stamps on the items being denied, exactly as above.
2. Instead of "Stamp & Return," click **"Sign & Deny Stamped Items"** -- "Sign the filing; only the stamped items are denied."
3. The sign dialog opens. The stamped documents are pre-selected and cannot be deselected. A red notice explains: "N DENIED stamps will be burned in with your signature. Only the stamped items are denied. The stamps are outlined below so you can keep your signature clear of them."
4. Place your signature as usual and sign.

The filing goes to the clerk as **Judge Signed** in their Returned by Judge queue, and the clerk's notification notes which items you denied in part, with your reasons.

## When to Sign vs. Return vs. Deny

| Sign the filing                             | Return to clerk                               | Deny (whole or part)                                                          |
| ------------------------------------------- | --------------------------------------------- | ----------------------------------------------------------------------------- |
| The documents are correct and complete      | The document has errors that need correction  | You are ruling against the request itself                                     |
| You have made any needed edits yourself     | The filing was sent to the wrong case         | Part of the filing is granted, part denied -- use "Sign & Deny Stamped Items" |
| The filing is ready for the clerk to record | A required signature or document is missing   |                                                                               |
|                                             | You need the clerk to gather more information |                                                                               |

{% hint style="info" %}
If a minor correction is needed, you can use the **Edit** (beta) feature to make the change yourself and then sign, rather than returning the filing to the clerk.
{% endhint %}


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