eSignature Configuration

System Management System Management eSignature Configuration

This document provides technical guidance for configuring the eSignature feature within the FLEX system. eSignature is a FLEX interface designed to enable credit union members to remotely sign documents via email, leveraging third-party services like DocuSign or eDocs.

1. Accessing eSignature Configuration

To access the eSignature Configuration settings:

  • Navigate to the FLEX Main Menu.
  • Select Document Manager.
  • Choose eSignature Configuration.
    (Refer to Image 1: Document Manager Menu with eSignature Configuration highlighted)

2. Overview of eSignature Configuration

The eSignature Configuration screen allows you to manage settings for both DocuSign and eDocs integrations, as well as configure attachments. The main interface includes:

  • DocuSign Tab: For DocuSign-specific settings.
  • EDocs Tab: For eDocs-specific settings.
  • Attachments Tab: For managing document attachments.
  • Save Button: To save any configuration changes.
  • Refresh Button: To refresh the current view.

3. DocuSign Tab Configuration

The DocuSign tab allows you to configure your DocuSign integration settings and manage authorized tellers.

3.1. DocuSign Configuration Settings

  • Production Mode / Testing Mode:
    • Indicates whether DocuSign is operating in a live production environment or a testing environment.
  • Integrator Key:
    • A unique key provided by FLEX for production environments.
  • Require Email Password:
    • Determines if a password is required for members to open an envelope. Options include:
      • Require Password Per Envelope: A single password is required for all signers of an envelope.
      • Require Password Per User: Each signer/user will have their own unique password.
      • Password Not Required: No password is required to open an envelope.
  • Enable Attachments:
    • If checked, allows members to fax or upload requested attachments. This feature is dependent on your DocuSign contract.
  • Enable Certified Delivery:
    • Indicates if documents that do not require signatures or initials can still be added to an envelope and sent to the member for viewing. This is a function of your DocuSign contract.

3.2. DocuSign Configurations (Teller Management)

This section allows you to manage employees who will have access to DocuSign.

  • Adding a New User:
    1. Click the Add button.
    2. In the “Edit DocuSign Configuration” window:
      • Select the Teller Number.
      • Enter the User ID (Email Address). This email will also receive document completion notifications.
      • Enter and verify the User Password.
    3. Configure Integrator Key Defaults if overriding the main Integrator Key.
    4. Select Production Mode or Testing Mode for this specific teller’s configuration.
      (Refer to Image 2: Edit DocuSign Configuration Window)
  • Editing an Existing User:
    1. Highlight the user in the list.
    2. Click the Edit button.
    3. Modify the necessary fields in the “Edit DocuSign Configuration” window.
  • Deleting an Existing User:
    1. Highlight the user in the list.
    2. Click the Delete button.

4. EDocs Tab Configuration

The EDocs tab allows you to configure your eDocs integration settings.

4.1. EDocs Configuration Settings

  • Production Mode / Testing Mode:
    • Indicates whether eDocs is operating in a live production environment or a testing environment.
  • Custom Mode Endpoint:
    • A URL provided by eDocs that directs all service calls to the eDocs system.
  • Control ID:
    • An identifier ID provided by eDocs.
  • Handoff Key:
    • An encryption key provided by eDocs for security purposes. This value may change periodically.
  • Require Email Password:
    • Similar to DocuSign, determines if a password is required per envelope or per user. Options are:
      • Require Password Per Envelope
      • Require Password Per User
      • Password Not Required
  • Enable Attachments:
    • If checked, allows members to fax or upload requested attachments. This feature is dependent on your eDocs contract.
  • Use Out of Wallet Verification:
    • A security feature set up with eDocs for additional security when sending emails to members, ensuring identification verification.

4.2. EDocs Configurations (Teller Management)

This section allows you to manage employees who will have access to eDocs, similar to the DocuSign tab.

  • Adding a New User: Click Add.
  • Editing an Existing User: Highlight and click Edit.
  • Deleting an Existing User: Highlight and click Delete.

5. Attachments Tab Configuration

The Attachments tab is used to create and manage labels for attachments that can be requested from members during the eSignature process. This functionality requires “Enable Attachments” to be checked in either the DocuSign or EDocs configuration.

5.1. Managing Attachment Labels (Top Panel)

This panel displays all attachments that can appear on any form.

  • Adding a New Attachment Label:
    1. Click the Add button in the Attachments section.
    2. In the “Add Attachment Label” window, enter the desired Label (e.g., “Drivers License”).
      (Refer to Image 4: Add Attachment Label Window)
  • Editing an Existing Attachment Label:
    1. Highlight the attachment in the list.
    2. Click the Edit button.
  • Deleting an Existing Attachment Label:
    1. Highlight the attachment in the list.
    2. Click the Delete button.

5.2. Assigning Attachments to Forms (Bottom Panel – Form Tags)

This panel allows you to specify which attachments are available for particular forms.

  • Selecting a Form:
    1. From the Form dropdown, select the desired form (e.g., “APP1”).
  • Enabling Attachments for the Selected Form:
    1. All previously created attachment labels will display.
    2. Check the Use Label box next to each attachment that should be available for the selected form.
      • Example: If “Driver’s License” is checked for “APP1”, it will be an available attachment option when adding the APP1 form to an envelope.
  • Attachment Location (X/Y Coordinates):
    • The default location for attachments on a standard portrait form is (575, 5), which is the top right. This can be adjusted if needed.

6. Program Security (DOCUSN)

Access to eSignature Configuration features is controlled by specific security programs:

  • eSignature Delete Envelope (DOCUDE):
    • Authorizes a user to delete previously created envelopes.
  • eSignature Maintenance (DOCUMN):
    • Authorizes a user to maintain an envelope through eSignature Maintenance.
  • eSignature Configuration (DOCUSN):
    • Authorizes a user to maintain configuration settings for any user.
    • Important: If a user is not authorized with DOCUSN, they will only be able to edit their own configuration and will not be able to make changes to the Attachment tab.

(Refer to Image 5: Security Error Message for DOCUSN)