Once you have a work item that has filled out Documents attached (minus the signature), you may follow these steps.

DocuSign is used to capture both client and advisor signatures.

Make sure you have a DocuSign account and that it is linked to your Docupace before sending for E-signature.

Step 1.

1. Locate your desired work item

2. Click the Green E-sign button at the top of the page once you have the completed filling out the forms in the Work Item Client Documents Section

   

Step 2.

1. You will be brought over to the E-sign Recipient page.

   1. This page will give you a total summary of who is going to be asked to sign the Documents in your work item.
   2. It should automatically include the client (or clients) and the advisor if the advisor’s signature is needed.

      > It’s recommended that you click on each e-sign recipient to make sure they have the right email and phone number. 
      > It’s possible you have to hit the add button to add them to this page.

      
      

2. Once clicked into a recipient, make sure that their email and phone number are  correct as you will need these so the client can verify their identity.
   1. Mandtory Fields:
      • First name
      • last name
      • Email
      • Sign mode (should be e-sign remote)
      • phone for authentication
      • signer type
      • signer auth mode
      • order index (sets the signing order, it’s better to have the advisor sign last).
   2. Fill these areas out and hit Save and Close when done. 
      If you completed the client folder correctly then you shouldn’t have to worry about any of this. 
      
3. Once the recipients are set up correctly, you can hit the Save button then hit E-sign

Don’t hit Save and Close on this screen unless you want to go back and edit the forms.

Step 3.

• It will take about a minute or 2 for the envelope to get to Docupace.
• You need to make sure that pop-up and redirects are allowed in your web browser (Your web browser will ask you to stop blocking redirects if you get blocked).
• If you get something that says “SOAP ERROR” that means you have the incorrect DocuSign credentials entered into Docupace.

View attached a screenshot below, to see what DocuSign looks like when you get there.
You can find additional DocuSign guides below Step 5

Step 4.

• Once you know that all of the fields in your forms were added to the right locations, and that the fields are assigned to the right people, Click the yellow send button in the top right and or bottom right of your screen.

• This will send the documents out to your first recipient/ signer.

  • They will get an email with a link. They will follow that link and do SMS authentication to verify their identity.

Below is an example email of what the Client will recieve.

Done.

• You have send your work item document out to be signed via DocuSign
• Once the recipient has signed off on all document, the document will come back to the back office at Vanderbilt for review

If you have any issue with any of these steps contact Tech support at tech.support@vanderbiltsecurities.com or Call at 631-845-5100

DocuSign Guides

Optional - How to Sign a DocuSign document

• Once you receive an email with a DocuSign Document, Click Review document

• Click Start

  • You should be brought over to all of the areas that are made mandatory to fill in.

• Once all mandatory field are filled in, Click Finish.

Please note that Finish will not be available if all mandatory fields aren’t filled in

• Once the signer is done and has filled in all mandatory areas, they will hit “Finish”.

• Once the signer hits “finish” this process will repeat with the next signer until all the signers have signed.

• After all the documents have been signed, the documents will come back into Docupace and go right out for review with our Back office.

Optional - Adjust signer fields in DocuSign

• Once you get into DocuSign you will still be able to edit the documents.

• You can change the text that is placed in the fields. Fields are the colored boxes you see in DocuSign; they make is so you can edit a pdf.

• Most forms will load with fields but you will have the option to add your own if needed.

• The fields in DocuSign are color coordinated to each Signer.

  • The first signer always comes in as yellow;
  • the second signer comes in as blue,
  • and if there is a 3rd signer, their fields will come in as purple.

    
    

    

  To tell which color corresponds to each individual you can check the “E-sign recipient” box in the top left
  

Optional - Changing text in DocuSign forms

• By clicking on one of the colored box’s(fields) that load in your DocuSign forms, A Dialogue box will pop up on the right allowing you to change the text and the font held in the field.

  • You can change whether the field is optional or not, and who the field is assigned to.
  • Remember to exit the field you were editing once you are satisfied with the field.
    • You can do so by clicking any blank space that on the form.

Below are screenshots of what the fields look like and what the dialogue box looks like

Optional - Signature Types

• Optional areas of the form of a form are outlined a color that is coordinated to a specific signer.
• Mandatory fields are shaded a specific color assigned to the signer.
  • Make sure you go over the fields and choose the ones that you want mandatory and the ones you want optional.
  • There is even an option to make certain fields unfillable.
  • You can delete fields all together if needed.

The example below shows a signature field on the left that is mandatory and a signature field on the right that is optional

Optional - Adding fillable fields

• You can drag and drop fillable boxes(fields) into the documents.

> Below are the included fillable boxes you can add to a document in DocuSign.

> If you want to add a signature to an area you can just drag and drop it from the left side of the form and place it in the location of your choosing.

> You can assign that box to a signer from there.

If you have any issue with any of these steps contact Tech support at tech.support@vanderbiltsecurities.com or Call at 631-845-5100