CU*Spy esignatures Email a Single Form for Electronic Signing INTRODUCTION This booklet is designed to introduce you to the CU*Answers Imaging Solutions CU*Spy esignatures product. Save time for your members and close your loans faster with esignatures! Now your members can enjoy the convenience of signing documents from anywhere their smartphones and mobile devices take them. Introducing esignatures from CU*Answers Imaging Solutions. This service is available free to all CU*Spy online vault users, with just a small one-time setup fee and per-form charge to activate any existing custom forms you want to use for e-signing. For credit unions using an in-house imaging solution, contact Imaging Solutions at imaging@cuanswers.com to find out more about the Packages solution for remote electronic signatures. CONTENTS HOW DOES IT WORK? 3 FREQUENTLY ASKED QUESTIONS (FAQ) 4 GENERAL QUESTIONS 4 QUESTIONS ON LOAN FORM SETUP 4 QUESTIONS ON CREDIT UNION ACTIVITIES 5 QUESTIONS ON SIGNER ACTIVITIES 5 QUESTIONS ON MONITORING FORMS 6 QUESTIONS ON TRAINING 6 QUESTIONS ON MEMBER REQUIREMENTS 7 HOW CU*SPY ESIGNATURES COMPARES TO PACKAGES 7 THE QUICK OVERVIEW (GETTING STARTED) 8 GATHER YOUR FORMS 8 CONFIGURATION AND ACTIVATION 9 PRACTICE SENDING FORMS 9 Revision date: March 19, 2017 For an updated copy of this booklet, check out the Reference Materials page of our website: http://www.cuanswers.com/resources/doc/cubase-reference/ CU*BASE is a registered trademark of CU*Answers, Inc.
DEVELOP A PLAN FOR AUTHORIZATION CODES TO SECURE FORMS 10 SENDING A FORM TO A REMOTE SIGNER 12 COLLECT ALL IN-BRANCH SIGNATURES 12 SELECT THE ESIGN BUTTON 12 (ONE-TIME ONLY) LOAN OFFICER SETUP 13 ENTER THE NAME AND EMAIL ADDRESS OF EACH REMOTE SIGNER 14 OPTIONS FOR AUTHORIZATION CODE 16 SENDING THE FORM FOR E-SIGNING 18 WHAT THE REMOTE SIGNER SEES (WELCOME EMAIL) 19 WHAT THE REMOTE SIGNER SEES (MAJOR SCREENS AND STEPS) 20 ENTRY SCREENS AND DISCLOSURE FORM 20 CREATE REPRESENTATION OF SIGNATURE (AND INITIALS IF REQUIRED) 21 APPLY A REPRESENTATION OF THE SIGNATURE (AND INITIALS IF REQUIRED) 22 OPTIONALLY VIEW/PRINT FORM AND EXIT 23 WHAT THE REMOTE SIGNER SEES (ALL SCREENS STEP BY STEP) 24 GETTING STARTED 24 CONSUMER DISCLOSURE SCREEN 26 CREATING A REPRESENTATION OF THE SIGNATURE AND INITIALS 29 APPLYING THE REPRESENTATION OF THE SIGNATURE AND INITIALS 34 (OPTIONAL) VIEW/PRINT THE FORM AND FINAL PAGE 39 NOTIFICATIONS 41 WELCOME EMAIL AND AUTHORIZATION CODE EMAIL 41 EMAIL NOTIFICATIONS AS FORM IS SIGNED 41 SIGNATURE CONSOLE NOTIFICATIONS 43 RESENDING EMAILS/VIEWING THE AUTHORIZATION CODES 44 APPENDIX 45 2 CU*SPY esignatures
HOW DOES IT WORK? Your team will email a loan form to a remote signer to be signed electronically Once your form has been activated for esignatures, your employee clicks the esign button in ProDOC to start the remote signing process. The employee then enters the remote signer s name and email address in the fields provided. An authorization code may be generated to secure the document. (The authorization code can be emailed to the member or simply communicated by the employee via a phone call or text message. See Securing Forms with Authorization Codes on page 10 for more details on how this works.) The person receives the form, accepts the agreement, and follows the directions to set up a signature and initials (if needed) The member receives an email from the employee s email address with instructions that a document is ready to be signed. After clicking the link in the email, the signer accepts the disclosure and (if needed) enters an authorization code. Then the member sets up the signature and initials (if needed), either by choosing from a selection of fonts and typing, or by drawing with a finger or other pointing device. The person signs and initials the form where indicated The signer simply clicks or taps to place a representation of the signature and initials where indicated on the form. The person submits the form and uses the button to print the form if desired Once the document is submitted, the signer will see a button they can use to download a PDF copy of the signed document for their records. Your team monitors the status of the form Your team will have access to a dashboard showing the status of documents out for e-signing. Additionally notification emails are sent to your loan officer. If more than one signature is required, the signers have the option to print a final form Notification emails are sent to all signers during all steps of the process if more than one signer is required. The remote signers have the option to view and print the form when all signatures are collected. The returned form replaces the unsigned one housed in your vault As signatures are received, the original unsigned document that was stored in your vault is automatically replaced with the signed copy. CU*SPY esignatures 3
FREQUENTLY ASKED QUESTIONS (FAQ) Following are several frequently asked question people ask about CU*Spy esignatures and their answers. This is recommended reading for anyone interested in diving in and learning about the key features of this product. GENERAL QUESTIONS Q: What is CU*Spy esignatures? A: CU*Spy esignatures adds a component to the signature capture feature already in ProDOC so that you can send documents, one at a time, to a member for electronic signature. The same document can even be pushed to several parties to capture multiple signatures on the same form. Members can sign from a mobile phone, tablet or desktop computer, and the signed document will be archived in the CU*Spy vault, just like when you capture signatures in your branches today. Q: Who can use it? A: esignatures are available to any credit union using the CU*Spy online vault for loan and membership forms. Any warranted form can be activated for esignatures. (See http://www.cuanswers.com/products/imagingsolutions/permitted-document-types/ for a list of documents currently covered by the CU*Spy warranty.) QUESTIONS ON LOAN FORM SETUP Q: The price for activation is pretty cheap should I just set up all of my forms for e-signing? A: You certainly could, but remember that not all forms are appropriate for electronic signature (or even have a signature box, for that matter). For example, forms that have notarization or witness requirements should not be activated for esignatures. When you contact Lender*VP, they will go over your forms with you and can give advice on which ones make the most sense. Q: What if I have a brand-new form I want to set up for e- signing? A: You ll first have to initiate the usual forms setup request, letting us know you want the new form to also be available for e-signing so we can set up the signature boxes correctly. There will be no extra charge if you activate esignatures at the same time as the rest of the new form setup. 4 CU*SPY esignatures
QUESTIONS ON CREDIT UNION ACTIVITIES Q: Can I still get signatures in the branch on those forms? A: Yes, and you can even do both in-person and esignatures on the same document, such as if you have the primary member in your branch but their co-borrower is not able to come in to the branch. You ll simply uncheck that signer name when setting up the e-signing. Just remember to gather all your in-person signatures before sending out for e-signing, because you can t capture in-person signatures once e-signing has begun. Q: Can I send the same form to several signers? A: Yes. When we set up your form we ll create what are called signer roles which represent the different people who would potentially need to sign the form. When the user completes the form in ProDOC, they can choose which roles should receive the document for e-signing. Q: If I ve already sent a document out for e-signing can I send it to another person later? A: No, once you ve processed the form you cannot pass it along for e-signing to anyone else, so it s important to gather email addresses for all of the remote signers when you first generate the form. Q: What if the authorization code is lost? What if I want to cancel sending a loan form? A: If the email with the authorization code is lost and never arrives, the lender can go in and resend an authorization code in another email. They can also cancel a document if needed and resend it. QUESTIONS ON SIGNER ACTIVITIES Q: If I send a form to several people, do they have to sign in a particular order? A: No. Actually, all of them will receive the email at the same time and can sign whenever they like. The esignatures system will combine all their signatures onto the same form automatically. Q: Can the member get a printed copy of their signed document? A: Yes, a PDF download button will be presented after the member submits the signed document. Note: The PDF can be accessed again for 90 days, and the member will be warned about that expiration date when they submit the signed document. If an authorization code was used, the member will need to enter it in order to go back and review the document again during that 90-day period (they can t sign again, though). CU*SPY esignatures 5
Q: How long does the person have to get their signature submitted? A: The document will be available for 90 days, and your employees can monitor the status of documents to follow up as needed. QUESTIONS ON MONITORING FORMS Q. Does my loan officer get an email when the document has been signed? A: Yes. The first time someone sends a document for e-signing the system asks for a name and email address and that is used as the from address on the outgoing emails to members. Whenever someone signs, an email is sent to that address alerting that a signature has been captured. We will also configure a generic email address for your credit union that the system can use for any subsequent notifications, and this should be a group email that gets routed to multiple people at your credit union. Q: How do I monitor the status of documents out for e- signing? A: Your employees will right-click in ProDOC and choose Document Status Signing to access the dashboard showing documents out for e-signing. Q: How will signers know that the form is signed? A: As all signers complete the document, all parties will receive an email notifying them of the other party s actions in completing the document. Q: My loan officer is on vacation. Can I view the forms they have out for e-signing, too? A: Yes, the dashboard allows any employee to see either their own forms, or all forms out for e-signing. QUESTIONS ON TRAINING Q: How do I train my staff how to do this? A: During the initial rollout the Imaging Solutions team will be offering regular training webinars to explain what your staff will need to know, as well as show examples of the member experience. We ll record some of these sessions and post them online for your team to review. We re also working on a couple of demo videos that will show the software in action and give tips for new users. Visit http://www.cuanswers.com/products/imagingsolutions/ for the latest details. 6 CU*SPY esignatures
QUESTIONS ON MEMBER REQUIREMENTS Q: What are the member requirements for using CU*Spy esignatures? As covered in the Disclosure form the member accepts before signing the form, the following things are required: Internet Browser: Internet Explorer Firefox Chrome Safari Edge Email: Access to a valid email account Acrobat Reader (to view the signed form) HOW CU*SPY ESIGNATURES COMPARES TO PACKAGES Q: Is this the same thing as Packages from edoc Innovations? A: No, this is completely separate. With the free CU*Spy esignatures solution, all forms must be sent one at a time and are tracked independently as already described. If you have an in-house vault or are interested in a more sophisticated solution for bundles of multiple forms, contact Imaging Solutions and ask about Packages. CU*SPY esignatures 7
THE QUICK OVERVIEW (GETTING STARTED) GATHER YOUR FORMS Gather a list of the forms you want to activate for esignatures and contact the LenderVP Forms team at lendervpforms@cuanswers.com. We ll contact you to go over your list and determine how the signature options should be set up on each form. You ll also need to choose how you plan to handle authorization codes. (See Securing Forms with Authorization Codes on page 10.) We ll submit a quote based on the number of forms you will be activating. You ll also receive an agreement from edoc Innovations that you ll need to sign in order to activate the esignatures functionality. (Refer to the Appendix for a copy of this form.) Important Note: Only forms covered by the CU*Spy warranty are eligible for esignatures. Forms That Work Great for CU*Spy esignatures Generic CU*BASE Forms Long-form Loan Application (activated FREE!) Short-form Loan Application (activated FREE!) Loan Applications and Notes Consumer Credit Card Home Equity Line of Credit Line of Credit Open-end Lending Plan Personal Other Lending Forms Credit Insurance Application Debt Protection FACT Act Notice GAP Insurance Application Life Insurance Application Notice of Right to Cancel / Right of Rescission Notice to Co-signer / Guaranty Agreement Subsequent Action Membership Forms Account Card Account Change Card Payroll Authorizations Stop Payment 8 CU*SPY esignatures
Forms That Won t Work for CU*Spy esignatures Any form with witness or notary requirement, such as open- or closed-end mortgage notes. CONFIGURATION AND ACTIVATION Imaging Solutions will coordinate the necessary configuration changes to activate esignatures and activate your forms. We ll let you know when your project is slated for one of our weekly implementation time slots, depending on the number and complexity of your forms. Start thinking about the procedural changes you ll need to make internally (see Securing Forms with Authorization Codes on page 10.) Arrange for your staff to attend one of our scheduled training webinars. PRACTICE SENDING FORMS On your scheduled release date your teams can start practicing sending forms to each other and fine-tuning your procedures. Then, whenever you are ready, start sending documents to members for e-signing! This process is covered starting on page 12. CU*SPY esignatures 9
DEVELOP A PLAN FOR AUTHORIZATION CODES TO SECURE FORMS As part of your configuration you ll need to decide how you plan to handle authorization codes, which are a way to secure the document by requiring the member enter a code before they can sign. Note: Since the authorization code is entered or removed at the time the form is produced, make sure your team understands what your policy is for how you want authorization codes to be handled. A system-level configuration determines if the email with the authorization code is sent. There are three choices: 1. Assign a code and have the employee communicate it directly to the member via phone or text message. When the form is sent for esignature, an authorization code is generated. (This code can be overridden with a preferred authorization code.) When the form is sent out for e-signing, the signer receives the email giving access to the form signing process. An email with the authorization code is not sent. The member learns of the authorization code from the credit union employee and enters it in the field provided to access the form. 2. Assign a code and have the system send it to the member via email. When the form is sent for esignature, an authorization code is generated. (This code can be overridden with a preferred authorization code.) When the form is sent out for e-signing, the signer receives both the email giving access to the form signing process and an email with the authorization code. The signer enters the authorization code in the field provided to access the form. 3. Don t assign a code at all. This is done at the time the form is created and might be appropriate for forms that don t contain any personal information, such as a disclosure where you are capturing the member s initials. But be careful: skipping the authorization code means anyone who receives the email can click the link and proceed directly to view the document! 10 CU*SPY esignatures
When the form is sent for esignature, an authorization code is generated. The employee clears the field. The remote signer does not receive an email with an authorization code (if your credit union is configured to send one). The remote signer is not asked to enter an authorization code on the Disclosure screen. CU*SPY esignatures 11
SENDING A FORM TO A REMOTE SIGNER As covered previously, the final step prior to sending loan forms to members is to practice sending them to other members of your staff. It is important that you send your first loan form as a test since one final piece of setup (that is covered in this section) is required. COLLECT ALL IN-BRANCH SIGNATURES You must collect all in branch signatures before sending the form out for e-signing. Be sure to collect all in-branch signatures before selecting to send out the form for e-signing. Once the form is sent for e-signing, you cannot add additional in-branch signatures. This includes all signatures of credit union employees. SELECT THE ESIGN BUTTON You will click the esign button to begin the esignature process. When the form is configured for CU*Spy esignatures, an additional button will appear at the bottom of the screen. Close Up of Bottom of Form Once the form is complete, use the esign button to begin the process of sending the form out for e-signing. NOTE: The Send to Member button is used with a different edocuments product: My Virtual StrongBox, which allows you to send a copy of a document to the member s online banking account for later review. 12 CU*SPY esignatures
(ONE-TIME ONLY) LOAN OFFICER SETUP The first time you send a loan form via CU*Spy esignatures, you will be asked to enter your full name and email address. This window will not appear any other times you send a form for e- signing. For that reason, we recommend you send your first form as a test. Window as it First Appears This information is used as the from line for the recipient of the email and to communicate back the progress as remote signers sign the form. Window with Entries This one-time step records the loan officer email address and name used by the esignature emails. It is important to enter a real name that the member is expecting to hear from as it is used in the From: line of the emails that are delivered. This one-time step records the loan officer email address and name used by the esignature emails. It is important to enter a real name that the member is expecting to hear from as it is used in the From: line and body of the emails that are delivered. Click Ok to save the name and email address. NOTE: To change the name or email address after they are saved, have an administrator log into the idocvault as an administrator CU*SPY esignatures 13
and update the Full Name and Email Address fields. This will update the information saved on the esignature server. ENTER THE NAME AND EMAIL ADDRESS OF EACH REMOTE SIGNER Emails are sent to all remote signers at the same time, so be sure to collect them prior to clicking the esign button. The screen that appears lists spaces for the entry of the name and email address for each person whose signature is still needed. After the loan officer name and email address are entered (as shown on the previous page, you will go directly to this step after clicking the esign button. Once the esign button is clicked, a window will appear allowing you to enter the name and email address of all remote signers. This may include the applicant if this signature was not collected in-branch. (See following page for an example with an applicant that is a remote signer.) Co-Applicant Only If the applicant signature was collected in the branch, this window will appear. Instructions on the Auth Code field are included in the next step. 14 CU*SPY esignatures
Applicant and Co-Applicant If the applicant signature was not collected in the branch, this window will appear, allowing the entry of a name and email address of the applicant. This will be used in the example in this booklet. Enter Name and Email Address of Each Signer These emails cannot be the same. This is important to note during training. Enter the name and email address of each signer. The name and email addresses are used with all emails sent including: the emails with access to the forms, the authorization codes, and all notification emails as forms are signed by the different parties. CU*SPY esignatures 15
Elect Not to Collect a Signature In this example, the loan officer s signature was not collected prior to clicking the esign button. If you elect to uncheck the box as shown to the right, you cannot collect the signature later. You may uncheck the box in front of Include signer if you choose not to send a form to a person listed on the screen. However, you will then not be able to collect a signature for that person. Remember all in-branch signatures must be collected first prior to sending the form out for esignature. OPTIONS FOR AUTHORIZATION CODE An authorization code is auto-generated for each signer. This code is used by the remote signer to access the form. See page 10 for more discussion of authorization code options. Use the Authorization Code Provided An authorization code will be auto-generated for your use. 16 CU*SPY esignatures
Optionally Type Your Own Authorization Code Optionally type your own authorization code. You have the option of manually entering your own code. In this case, type your code in the Auth Code field as shown above. Optionally Auto Generate a Different Authorization Code Optionally auto generate a different code by clicking this button. Click the Generate Authorization Codes button to generate a different authorization code for each signer. Optionally Clear the Authorization Code Field Optionally clear the field so no authorization code is required. If you choose not to use an authorization code with this form, clear the Auth Code field as shown above. What if the Welcome Email or Authorization Code Email is not received or the remote signer forgets the authorization code? If the welcome email or authorization code email is not received by the signer or the signer forgets his or her authorization code, the lender can go in and resend one or both of the emails. The loan officer can also view the email addresses and authorization codes. The loan officer does this with the Signature Console. This is covered on page 44. CU*SPY esignatures 17
SENDING THE FORM FOR E-SIGNING When all names and email addresses are entered, click the Done button. It may take 20 minutes for the initial emails to arrive. When you have completed filling out this screen, click the Done button and the emails will be sent to the email addresses provided. This includes the email giving access to the form, as well as an email with the authorization code if your credit union elects to use this method. IMPORTANT NOTE: It may take up to twenty minutes for the emails to be received by the remote signers. 18 CU*SPY esignatures
WHAT THE REMOTE SIGNER SEES (WELCOME EMAIL) First the remote signer will receive an invitation email. If your credit union is configured this way, the signer will also receive an email with the authorization code needed to start the process. The emails the remote signer receives are personalized to your credit union, your loan officer, and the remote signer. This example shows both emails the remote signer could receive: one to access the form and one with the authorization code required for access. The loan officer s name and email address appear in the From: line. (This is entered in the one-time setup covered on page 13.) The remote signer s name appears in the email greeting. This name is entered when the form is sent out for esignature (covered on page 14.) Your credit union name is the first thing that appears in the email message. This is configured during your CU*Spy esignatures setup (completed by CU*Answers Imaging Solutions). Examples of Invitation Email and (Optional) Authorization Email Other notification emails the remote signer receives are covered on page 42. CU*SPY esignatures 19
WHAT THE REMOTE SIGNER SEES (MAJOR SCREENS AND STEPS) The esignature product is designed so a remote signer can elect to sign a form on any device. This section shows the major steps (and major screens) used in the process. For a full step by step with detail refer to page 24. ENTRY SCREENS AND DISCLOSURE FORM After clicking View Document in the welcome email the remote signer selects if they would like assistance. The signer selects Yes please or No thanks. If the signer selects Yes please the signer sees the first Wizard screen that explains the process. The signer selects Yes, I want to start! Next the signer sees the Disclosure agreement. The signer accepts the agreement, enters the authorization code, and clicks I agree. 20 CU*SPY esignatures
CREATE REPRESENTATION OF SIGNATURE (AND INITIALS IF REQUIRED) If the signer has elected to view the Wizard, the signer sees an explanation of this step. The signer clicks Yes, create my signature! The signer can elect to type his or her signature and select a font. The signer clicks I Like It! to formally accept the representation. Or the signer can elect to draw his or her signature by selecting Draw. The signer clicks I Like It! to formally accept the representation. If initials are required for the form, the signer will walk through the same process to create a representation of his or her initials. CU*SPY esignatures 21
APPLY A REPRESENTATION OF THE SIGNATURE (AND INITIALS IF REQUIRED) If the signer has elected to view the Wizard, the signer sees an explanation of this step. The signer clicks Start Signing Now. The signer clicks where indicated to apply the representation of his or her signature. The signer clicks where indicated to apply the current date. When all signing and dating is complete, the signer will view the Finish button on the screen. The signer clicks this button and the form is signed. If initials are required for the form, the signer will walk through the same process to apply a representation of his or her initials. 22 CU*SPY esignatures
OPTIONALLY VIEW/PRINT FORM AND EXIT Once the form is completed the signer has the option to view and print the form by clicking Open. The form opens in Adobe Acrobat Reader. The signer also has the option to click Exit on the previous screen to view the final screen thanking them for using the product. Note: The PDF can be accessed again for 90 days, and the member will be warned about that expiration date when they submit the signed document. If an authorization code was used, the member will need to enter it in order to go back and review the document again during that 90-day period (they can t sign again, though). CU*SPY esignatures 23
WHAT THE REMOTE SIGNER SEES (ALL SCREENS STEP BY STEP) The following section walks you step by step through all the possible screens a remote signer may see when signing a form remotely. The remote signer s laptop or phone must have the required features covered on page 7. This section covers in detail what a remote signer sees. To view a quick step by step, refer to page 20. GETTING STARTED The signer clicks View Document in the introductory email to view the page shown below in a browser window. The Welcome screen starts the signing process. Welcome Screen After clicking View Document in the welcome email the remote signer selects if they would like assistance. The signer selects Yes please or No thanks. By selecting Yes Please the remote signer indicates that he or she would like to use a wizard that will guide them through the process. The remote signer can also elect to select No Thanks and avoid seeing these screens. If the signer selects, Yes please, the signer will see additional screens. These will be indicated in this section so you will be able to follow the flow for either option. 24 CU*SPY esignatures
Overview Tutorial Screen (Only Viewed if Recipient Elected to Use Wizard) If the signer selects Yes please the signer sees the first Wizard screen that explains the process. The signer selects Yes, I want to start! This screen is only viewed if the signer elects to use the Wizard for assistance. The first tutorial screen explains the process the signer will go through to sign the form. 1. First the signer will accept the disclosure. 2. Second the signer will create his or her signature and, if needed, initials. 3. Finally the signer will sign and date the form by clicking on the appropriate sections of the form as indicated by the website. To start the process the signer clicks Yes, I want to start. This advances the user to the disclosure form. If the signer elects not to use the wizard, they will not see this screen and will automatically advance to the next step. CU*SPY esignatures 25
CONSUMER DISCLOSURE SCREEN The disclosure screen is important because it ensures that the credit union complies with the esign Act, which requires that a remote signer accept that they are signing a document remotely. This disclosure must appear each time a remote signer is presented a form in this manner. The screen presents the signer with the agreement text. NOTE: The full text of the user disclosure can be found in the Appendix. Consumer Discloser Screen Upon Entry with Authorization Code Field Next the signer sees the Disclosure agreement. The signer accepts the agreement, enters the authorization code, and clicks I agree. If your credit union requires an authorization code with a form, the signer will be asked to enter one as shown above. See page 10 for a discussion of authorization code options. 26 CU*SPY esignatures
Consumer Disclosure Screen Without Authorization Code Field If your credit union opts not to require an authorization code with a form (clears the field as shown on page 17), the signer will not be asked to enter one as shown above. See page 10 for a discussion of authorization code options. CU*SPY esignatures 27
Consumer Discloser Screen with Disclosure Accepted and Authorization Code Entered In our example, the signer must enter an authorization code. 1. The signer reads the Consumer Disclosure. Find the text of the Disclosure in the Appendix of this booklet. 2. The signer indicates that they have read the text by checking the box in front of I have read the Consumer Disclosure and agree to the terms and conditions. 3. The signer enters the authorization code in the field provided. (See page 10 for a discussion of other authorization code options. The previous page for what a member will see if an authorization code is not required.) 4. The signer clicks I agree to advance to the next step which is to create a signature (and initials if needed). 28 CU*SPY esignatures
CREATING A REPRESENTATION OF THE SIGNATURE AND INITIALS Tutorial Screen for Creating a Signature (Only Viewed if Recipient Elected to Use Wizard) If the signer has elected to view the Wizard, the signer sees an explanation of this step. The signer clicks Yes create my signature! This screen is only viewed if the signer elects to use the Wizard for assistance. This tutorial screen explains that the signer has two options to create a representation of his or her signature. Type the name and select a font Draw their name with a finger or stylus To advance the signer clicks Yes, create my signature! This advances the user to the screen to create a signature. If the signer elects not to use the wizard, they will not see this screen and will automatically advance to the screens used to create the signature. CU*SPY esignatures 29
Typing the Signature In this step, the member creates a representation of his or her signature. To type the name, the signer selects the A icon with the word Type under it. Typing a Signature (Default Selection) The signer can elect to type his or her signature and select a font. The signer clicks I Like It! to formally accept the representation. As directed, the signer types his or her full legal name in the field provided and selects a font. Typing a Signature (Name Typed and Font Selected) The signer then selects I Like It! to adopt the signature. 30 CU*SPY esignatures
Drawing the Signature To draw their name with their finger or stylus, the signer selects the pencil icon with the word Draw under it. Or the signer can elect to draw his or her signature by selecting Draw. The signer clicks I Like It! to formally accept the representation. Drawing a Signature (Upon Selection) The signer has the option to clear the signature as many times as he or she likes by clicking Clear. Drawing a Signature (Signature Drawn) The signer then selects I Like It! to adopt the signature. CU*SPY esignatures 31
Tutorial Screen for Initials (Only Viewed if Recipient Elected to Use Wizard and Initials are Required) If initials are required and the signer has elected to view the Wizard, the signer sees an explanation of this step. The signer clicks Yes, create my initials! This screen is only viewed if the signer elects to use the Wizard for assistance. This tutorial screen explains that the signer has two options to create a signature. Type the initials and select a font Draw their initials with a finger or stylus To advance the signer clicks Yes, create my initials. This advances the user to the screen to create a signature. NOTE: If initials are not required by this signer, the signer will not be asked to create them. 32 CU*SPY esignatures
Typing Initials (Initials Typed and Font Selected) If required, the signer can elect to type his or her initials and select a font. The signer clicks I Like It! to formally accept the representation. Drawing Initials (Initials Drawn) Or the signer can elect to draw his or her initials by selecting Draw. The signer clicks I Like It! to formally accept the representation. With either option, the signer then selects I Like It! to adopt the initials. (This button appears after the initials are typed or drawn.) NOTE: If initials are not required by this signer, the signer will not see this step. CU*SPY esignatures 33
APPLYING THE REPRESENTATION OF THE SIGNATURE AND INITIALS In this step the signer clicks the area of the screen to apply a representation of their signature or initials to the document. Tutorial Screen with Directions for Applying Representation of Signature (Only Viewed if Recipient Elected to Use Wizard) If the signer has elected to view the Wizard, the signer sees an explanation of this step. The signer clicks Start Signing Now. This screen is only viewed if the signer elects to use the Wizard for assistance. This tutorial screen explains that the applicant must tap the screen or phone in the areas indicated to apply the signature. To advance, the signer clicks the Start signing now button. 34 CU*SPY esignatures
Signer Taps Where Indicated to Apply Representation of Initials If required, the signer clicks where indicated to apply the representation of his or her initials. This form requires that initials are applied to the form. The form area indicates the location with a Tap to initial on the form. Close up of Form NOTE: If initials are not required by a signer, the signer will not be asked to create or apply them. CU*SPY esignatures 35
Representation of Initials Applied Close Up of Form Signer Clicks Where Indicated In Places Needed to Advance At this point, the signer, clicks where indicated to advance to the area of the form where the signature is required. This is generally not needed, but is shown in these directions as an example. 36 CU*SPY esignatures
Signer Taps Where Indicated to Apply Representation of Signature The signer clicks where indicated to apply the representation of his or her signature. The signer clicks the area of the form to apply the signature. It appears on the screen as shown below. Signature Applied Signer Clicks Where Indicated to Apply Current Date The signer clicks where indicated to apply the current date. In this example a date is needed. The signer sees Tap to date where the date is needed. The signer clicks this area of the screen to apply a date. CU*SPY esignatures 37
Date Applied Signer Clicks Finish When all signing and dating is complete, the signer will view the Finish button on the screen. The signer clicks this button and the form is signed. Since all the initials, signatures, and dates have been the collected, a Finish button appears. The signer then clicks the Finish button. This advances the signer to a screen where the signer can elect to print the form or to exit the signing process. Once the Finish button is clicked, the form is signed and the changed status is sent to the Signature Console. See page 43. 38 CU*SPY esignatures
(OPTIONAL) VIEW/PRINT THE FORM AND FINAL PAGE On this screen, the applicant has two options. Once the form is completed the signer has the option to view and print the form by clicking Open. The form opens in Adobe Acrobat Reader. The signer also has the option to click Exit to view the final screen thanking them for using the product. If the applicant clicks Exit the final screen on the next page will appear. If the applicant clicks the Open button, the applicant will view the form in Adobe Reader as shown below. Signer Selects to Open Form or Exit Screen Applicant Views Signed Form in Adobe Acrobat Reader (Open Selected) Note: The PDF can be accessed again for 90 days, and the member will be warned about that expiration date when they submit the signed document. If an authorization code was used, the member will need to enter it in order to go back and review the document again during that 90-day period (they can t sign again, though). CU*SPY esignatures 39
40 CU*SPY esignatures Signer Views Final Screen (Exit Selected)
NOTIFICATIONS WELCOME EMAIL AND AUTHORIZATION CODE EMAIL The remote signers receive a welcome email that allows them to start the signing process. If your credit union elects to send the authorization codes via email, the signer receives this email as well. Examples of these emails are shown on page 19. EMAIL NOTIFICATIONS AS FORM IS SIGNED Loan Officer The loan officer receives emails as each signer applies their signature to the form. In the example used in this document, John Loanofficer receives an email when Anne Applicant signs the form and when Jane Coborrower signs the form. Example of Email Loan Officer Receives When Form is Signed by Applicant CU*SPY esignatures 41
Example of Email Loan Officer Receives When Form is Signed by Second Signer Remote Signer Using the example in this booklet, both Anne and Jane receive an email when all the signatures are applied with a link to the finalized form. The title of the final email is [Name of form] has been signed by all signers. They can click on View Document to see a copy of the signed form with the other person s signature. Email Signer Receive When Signature is Collected from Other Signer 42 CU*SPY esignatures
SIGNATURE CONSOLE NOTIFICATIONS Additionally, the loan officer can view the progress of the form as it is signed by viewing the form in the Signature Console. This is accessed by selecting Document Signing Status after right clicking on the ProDOC icon in the Taskbar. Loan officers can view the status of their forms as well as all forms by using the drop-down arrow next to the loan officer date. The examples below follow the signing of the loan form by Anne Applicant and Jane Coborrower. Sent Out for Signature When the form is sent out for signature, the designation of Out for esign is used. One Applicant (of Two) Applies Signature Not Completed When Anne Applicant applies here signature, the designation of Document Signed is used. CU*SPY esignatures 43
All Applicants Apply Signature - Completion When Jane Coborrower applies her signature as well, the console indicates that the form is finalized with the designation Completed. RESENDING EMAILS/VIEWING THE AUTHORIZATION CODES If at any time the welcome email or authorization code emails need to be resent, you can do so using the Signature Console covered in the previous section. Here you can also view the authorization code. Click Edit at the right hand side of the row. A pop up window will appear: This button deletes the form from the console and removes it from the vault. This button clears all out-ofbranch signatures. Once all signatures are collected, however, this feature cannot be used. Then only the Delete button will be shown. Here you can view the authorization code you verbally told the signer the code if he or she forgets it. The key symbol resends the authorization key. The envelope resends the welcome email. 44 CU*SPY esignatures
APPENDIX Included in the Appendix: Consumer agreement accepted by the remote signer before signing the form CU*SPY esignatures 45