1. Introduction to eSignature

eSignature is a FLEX interface designed to enable credit union members to remotely sign documents via email. This eliminates the need for in-person signatures or reliance on third-party vendors such as DocuSign and eDocs.

1.1 Availability

eSignature functionality is available for a wide range of forms, including:

• Loan Processing
• Loan Applications
• Open New Accounts
• Any form accessible via the Print Forms option.

1.2 Configuration Access

Configuration of eSignature is performed by navigating to eSignature Configuration under Document Manager from the FLEX Main Menu.

2. Sending Signature Requests

Signature requests are initiated through any Print Forms option within the FLEX system.

2.1 Adding Forms to an Envelope

To send a signature request:

• Select the applicable form from the Print Forms screen.
• Click the Add to Envelope button.
  • Note: This button will only appear if the teller ID has been appropriately configured in eSignature Configuration.

2.2 Managing Signatures in the Envelope

Once Add to Envelope is clicked:

• Signatures will be added to the envelope.
• If optional signatures (e.g., Joint Owners, Co-Borrowers) are available, they will be displayed in the bottom half of the Add to Envelope screen.
• For optional signatures: Manually add the Signer Name and Email.
• Click OK to finalize adding signatures to the envelope.
• The Envelope tab will display all forms and their corresponding signatures.
• Default Email: The system uses the first email address indicated in the member’s account via address maintenance as the default.

2.3 Add To Envelope Options

The Add To Envelope screen provides the following options:

• Required Signatures:
  • Lists forms and their designated signers.
• Optional Signatures:
  • Allows for the inclusion of additional signers (e.g., Joint Owners, Co-Borrowers).
• Unrequire Attachments:
  • If selected, the form moves from the top panel to the bottom panel.
  • Indicates the form will be sent, but a signature is not required, allowing the member to proceed without signing.
• Attachments:
  • If selected, all configured attachments can be requested.
  • Request Attachment: Check this box to request a signature from the member for the attachment. If unchecked, the attachment will not be requested.
  • Optional Column: Designates whether the form can be completed without the attachment. If checked, the document can be completed even if the member does not upload the attachment.
  • X and Y Coordinates: Denote the position where the attachment appears on the form.
  • Archiving: All attachments associated with completed forms are automatically archived to Document Manager with the corresponding form.
  • Note: Attachments are only available if the credit union is set up for attachments with their eSignature provider.

2.4 Forms Without Signatures

• If a document without required signatures or initials is added to an envelope, a dialog box will prompt: “This form contains no signatures. Add the form to the envelope? (Yes/No)”

2.5 Certified Delivery

If configured for Certified Delivery:

• Users will be prompted to select recipients for the form.
• Recipients can be selected from a pre-listed group or manually entered (Name and Email).
• Send to Certified Recipient: Sends the form only to the supplied email address.
• Send to All Recipients: Adds the form to the envelope, and all listed users will receive a copy.
• Note: This option is only visible when the credit union is configured for Certified Delivery with their eSignature provider.

3. Uploading Forms and Status Tracking

3.1 Uploading Requests

• Once all forms are added to the envelope and signatures are set up, click Upload to send the signature requests.
• This action sends email requests to all signers on the list.
• The number in parentheses on the Envelope tab indicates the count of unsigned signature requests.
• After Upload is clicked, the envelope status for each signature will change to Sent.
• Important: At this stage, all document management is handled by the eSignature provider. FLEX will re-engage only after all signers have completed the forms and the document is ready for archiving.

3.2 Post-Completion Process

• Upon completion of all forms by all signers, an email will be sent, confirming completion and including an attached PDF version of the signed documents.
• The document will then be automatically archived to Document Manager.

4. eSignature Maintenance

The eSignature Maintenance menu option provides functionality for credit unions to manage in-process signatures for the current teller.

4.1 Default View

• By default, this screen displays all incomplete or recently processed documents for the current teller.

4.2 Status Request

• Clicking Status Request accesses the eSignature servers to retrieve updates for every envelope in the Envelope Summaries list.
• This action automatically downloads and archives completed documents.
• The status changes to Archived once the document has been successfully downloaded and archived.

4.3 Detail View

• Click Detail to view envelope specifics.
• Envelope Detail shows all forms within the highlighted envelope and their corresponding statuses, located in the Signature Detail section in the bottom half of the screen.

4.4 Signer Detail

• To view comprehensive information for a specific form, select the applicable form and click Signer Detail.
• This action populates a separate Signer Information box with details such as Name, Status, Email, Delivery Date, and Time for all signers.

4.5 Filtering Envelopes

• The Filter option can be used to view forms beyond the default set for the current teller.
• Users can filter by various fields, including:
  • Document ID
  • Envelope ID
  • Teller
  • And other relevant criteria.

4.6 Deleting an Envelope

• Users can delete an envelope if it has not yet been completed by clicking Delete Envelope.
• This action sends a notification to all signers that the documents have been voided and removed from the system.

5. Document Manager Integration

• Once downloaded and archived, completed eSignature documents are available in Document Manager and can be accessed by account number.

6. Program Security

Program Security enhancements have been implemented within eSignature to bolster system integrity. These enhancements prevent specific actions by teller IDs:

• Deleting envelopes.
• Maintaining currently existing envelopes.
• Accessing configuration setup for eSignatures.

6.1 Security Profiles

The following security profiles are relevant to eSignature:

Name	Description	Location
DOCUDE	eSignature Delete Envelope	Document Manager/eSignature Maintenance
DOCUMN	eSignature Maintenance	Document Manager/eSignature Maintenance
DOCUSN	eSignature Configuration	Document Manager/eSignature Configuration