To pass a document from a proposal, users are required to input data into three important steps:
Representatives
Document Creator
Pass (You are on this Step)
Once the Representatives pop-up window is complete in Step 1, and you have used the Document Creator to set up the ordinance name/number, recitals, and clauses in Step 2, you are ready for the final step, "Pass". Once completed, the "Pass" pop-up window will finalize the proposal and apply all of the changes from the proposal to the public-facing, live version of the book. This step is broken into three parts: Dates, Members, and Settings. This article will show you how to pass a document.
Instructions
Click on the button labeled "3. Pass". A pop-up window will open.
Dates
Click the textbox under the "Actual Date Of Passage" and select a date from the calendar; the date format should appear as 10/31/2025
Click "Next"
Members
A "Member" is someone authorized to vote on a proposal, such as a council member. This roster is drawn from Step 1: "Representatives"
Click one of the following for each "Member":
Aye: Voted yes, affirmative
Nay:- Voted no, negative
Absent: Was not present to vote
Abstain: Present but chose not to vote
Click "Next"
Settings
Select whether you want to "Apply History upon passage". If you select yes, once you finish passing, a note will appear with the heading of "History" at the bottom of any changed section, indicating:
The legislative action (whether the change was an adoption or an amendment)
The ordinance or resolution name/number when the change was made, and a link to the substantiating document
The date the section was changed
Example: Adopted by Ord. 2025-51 on 10/5/2025
Select whether you want to "Digitally sign & seal".
If you select Yes, once you are finished, a final document will first be sent by email to the "Presiding Officer", and then to the "Attestor" for final approval. These individuals are set in Step 1 "Representatives". Once each person clicks the link in their email to approve the document, the proposal will go live.
If you select No, you will be presented with a button titled "Upload Your Own Document". This will allow you to upload a PDF scanned version of the manually signed and sealed document.
Select whether to include "Additional Document Recipients". In addition to the "Presiding Officer" or "Attestor", emails entered here will also receive a full copy of the passed document.
Select whether to "Include Certificate of Passage". This is an additional document affixed to your passed document. It is an optional transparency mechanism, and may not be necessary for all states.
An example "Title" might be: "CERTIFICATE OF PASSAGE AND PUBLICATION OR POSTING"
An example of "Text Before Locations" might be: "In accordance with Utah Code Annotated §222-52-184 as amended, I hereby certify that the foregoing Ordinance was duly passed and published or posted at:"
An example location might be: "City Hall (50 W. Center Street)"
An example "Text After Locations" might be: "on the above-referenced dates."
Final step:
If you choose to digitally sign and seal the proposal, click the button titled "Send & Download Unapproved Document". This will email the final document to the "Presiding Officer" first, and then to the "Attestor" for final approval. If the Click Here link in the body of the email is selected by both parties, the proposal is "Passed".
If you choose not to digitally sign and seal the proposal, and instead upload a manually signed version of the document, click the button titled "Pass", and the proposal is passed!
If a document was officially passed (meaning the proposed changes are now live), the selection of the "Revert" button in the Document Library (or "Gavel") will undo the document's passage. Because only one "passed" document at a time may be reverted, this button is found beside the most recently passed ordinance. The proposal that made up the reverted document will not be deleted, but will again be found beneath the green toolbar for later updating or passage. Reverting documents is rare, but is made available to you if a document was inadvertently passed.
Video Example
Note:
This video was last updated on February 28, 2019, and may not reflect new enhancements or system changes after that date.