eSigning - In-Person and Remote

Docupace Logo

Preparing Documents for eSigning

To prepare the documents, perform the following steps:

On your dashboard, select the Pending Advisor Review queue and click on your work item.

Figure 1: eSigning > Pending Advisor Review queue

The work item opens. Scroll down to the Client Documents pane and check whether all the required documents are present. Ensure that all the mandatory fields are filled in and the validations are cleared out.

 Once the documents are sent for e-signing, they are locked down and non-editable.

Figure 2: Adding optional documents for eSigning

Docupace doesn’t allow you to send the documents for e-signing if certain mandatory fields are not filled in. The following image shows the kind of error messages that pop up.

For more information on the work item panes and field validations, refer to the Starting Point – Overview – User Guide V1.0

Figure 3: Error Messages

Select eSign under the actions button. The Recipient Transactions page opens. The signers identified on the bundle of forms will show up on the list of signers.

 If you do not see the list of correct signers, there might be a technical glitch with the form. Contact your support team to resolve the issue. In the example below, the primary and secondary recipients are expected to sign. Click on each of the Recipient records.

 You can add additional signers to the list by clicking the Add button. Refer to the Setting up Additional Signers section for more information.

Figure 4: Recipient Transactions

On clicking a record, the respective Details form opens. Check the accuracy of the details filled in. Enter any additional details that are required.

Figure 5: Recipient Transactions – Details Form

Refer to the following table for more information on the fields.

Field	Description
Recipient Type	This is a mandatory dropdown field that is pre-populated based on the form configuration and should not be changed. The field describes the type of signer. In this example, it is the primary signer
Recipient Mode	This is a mandatory dropdown field. Use this field to choose how the clients access the documents for eSigning:  eSign – In Person – To eSign in person, select this option. Note: To e-Sign in Person’, the clients (signers) would have to be present “on-location” so that they can sign the forms opened on the reps’ electronic devices.  eSign Remote – To sign remotely, select this option. The signers will receive a link by email to open and sign the documents. Note: By default, this option is selected upon opening the Details form.
First Name, Last Name, Email,	These are mandatory fields that are pre-filled based on the form configuration, but should be checked for accuracy before sending the forms for e-signing. Note: The system sends an eSign link to the email address entered in this field.
TIN/SSN	This field is pre-filled based on the form configuration and mandatory if the Recipient Authentication Mode = ‘KBAOneClick’
Recipient Authentication Mode	Before eSigning, it is required to complete the authentication process. There are three types of authentication modes:  KBAOneClick – KBA (Knowledge-based Authentication) mode will present you with a pre-defined set of questions to answer. The questions would be related to the clients’ personal information in order to verify their identity. Note:  The questions are sourced from the LexisNexis database. Note;  This mode of authentication is used only for clients residing in the United States that have a sufficient credit history.  Phone Auth – To generate an automated call recording, select this option. Note:  The signers will receive an automated voice call prompting you to enter a verification code over the phone.  SMSOneClick - To generate a text verification code to your phone, select this option. Note:  The signers will be prompted to enter this code on the authentication window.
Phone for Authentication T	This field is mandatory if the Recipient Authentication Mode is ‘SMSOneClick’ or ‘Phone Auth’. The phone call is placed or the text verification code is sent to the signers’ numbers entered by the rep in this field.
PIN for Authentication	Use this field to set a PIN (number) for authentication. The signers will have to enter this authentication number before proceeding with the signer authentication process. Note:  This field enables you to add an additional level of authentication. Refer to the PIN for Authentication section for more information
Order Index	You can use this field to set the order in which the recipients will sign the forms. In this example, you can enter ‘1’ if you want the primary signer to be the first signer. If no order is specified or if multiple signers have the same order index, then the signers will receive the forms simultaneously. The rep will receive the forms once all the recipients have signed.

6. Click on the Save and Close button to save the entered details and close the form.

7. Click on the eSign button in the Recipient Transactions page.

Figure 6: Generating document bundle for eSigning - eSign button

Upon clicking eSign, the system bundles the documents into DocuSign envelope and sends them to the recipients according to the order specified in the list.

 After all the recipients complete eSigning, they will receive an email with a link to the documents.

 The rep will receive an email to sign the documents once all the signers have completed the e-signing process.

 DocuSign is the e-Sign solution used by Docupace. To access the documents on DocuSign as a signer, you must complete the authentication process

Client ESign Transaction – Authentication and Sign Modes

In this section, we will demonstrate:

 PIN for authentication

 Setting up additional signers

 Different authentication modes and sign modes

o SMS

o Phone

o KBA

Note:  In our example, we have demonstrated authentication for both the Recipient Modes – ‘In-Person’ and ‘Remote’.

Note:  It is not common or mandatory to use all of these features in your e-signing process.