Document Vault Integration with Adobe Digital Signature

About

Morningstar is committed to continuously enhancing products and services for our clients. As a part of this measure, we are pleased to share with you our latest offering, Digital Signatures, allowing your clients to digitally sign and store the documents in AdviserLogic.

This seamless client document signing integration leverages Adobe’s Digital Sign capabilities and AdviserLogic’s Document Vault.

Overview

You will now find a couple of new options in Document Vault.

1. Checkbox: Click on the check box to select documents
2. Send for Signature: This lets the user send the selected documents to be digitally signed by the client. 
3. Status: Shows the document's digital signature status, which includes Unsent, Out for Signature, Signed, Declined, and Cancelled. 
4. Kebab Menu: Shows multiple options available as per the status of the document. 
5. Select the documents to be sent to the client for digital signing.

Status in Document Vault are: 

1. Unsent – The document has not been sent to the client for signing. 
2. Out for Signature – Document has been sent to the client for digital signing and awaiting signature. 
3. Signed – The client has signed the document. 
4. Declined – The client has declined to sign the document. 
5. Cancelled – The Adviser/User has cancelled the document that was sent to the client for digital signing. 

Account Provisioning (For Practice Admins)

On clicking the Send for Signature button for the first time a Validation followed by a popup will appear.

Popup will contain the following fields:

1. Field 1: First Name (Non-editable) (Fetch automatically for the adviser logged-in)
2. Field 2: Last Name (Non-editable) (Fetch automatically for the adviser logged-in)
3. Field 3: Email Address (Editable) (Fetch automatically for the adviser logged-in)
4. Create Account Button: Register the user with Adobe via ADL-CRM
5. Tooltip: Show the complete process for the registration.

Process to register:

1. Practice Admins must register by keying in the email address. (Email address should not be already registered with Adobe Signature.)
   
   
   
   
   
   
2. Practice Admins will get an email from Adobe with a link to verify the email and set the password.
   
   
   
   
3. The user opens the mail and clicks on the link to set the password. 
   
   
   
   
4. After setting the password user must Accept the terms of use given by Adobe, opened in the same pop-up. 
   
   
   
   
5. After the user accepts the terms and conditions, the user must close the window and must navigate back to ADL-CRM >> Document Vault and click on Authenticate Adobe button on the popup. 
   
   
   
   
6. A popup window will open which will ask the user to log in with the same Username (email id) and Password for which the adobe account is created. 
   
   
   
   
7. After Practice Admins logs in they must allow access to use the Adobe Sign in ADL-CRM. 
   
   
   
   
8. After allowing the access user can close the popup window
   
   
9. The user is successfully registered and can use Digital Signature 

Question-Mark Tooltip (On clicking/hovering on the tooltip), complete process to register user will be displayed on the UI: 

• Enter the email address for which the Adobe Sign account does not exist. 
• Click on create user button. 
• Click on the link sent to the entered email address. 
• Set the password and close the tab. 
• Click on the Verify User button in the ADL-CRM application.
• User is successfully registered and can use Digital Signatures
  
  
  

User Provisioning (Users other than practice admins) 

On clicking the Send for Signature button for the first time a Validation followed by a popup will appear. 

Popup will contain the following fields: 

1. Field 1: First Name (Non-editable) (Fetch automatically for the adviser logged-in) 
2. Field 2: Last Name (Non-editable) (Fetch automatically for the adviser logged-in) 
3. Field 3: Email Address (Editable) (Fetch automatically for the adviser logged-in) 
4. Register User Button: Register the user with Adobe via ADL-CRM 
5. Tooltip: Show the complete process for the registration. 

The process to register: 

1. Users must register by keying in the email address.
   (Email address should not be already registered with Adobe Digital Signature or an Adobe account should not already exist for the keyed email.) 
   
   
   
   
2. When the details are keyed in and the “Create User” button is clicked. 
   
   
   
   
3. Users will get an email from Adobe with a link to verify the email and set the password. 
   
   
4. The user clicks on the link to set the password. 
   
   
5. Close the Adobe screen, after setting the password, the user must navigate back to AdviserLogic Document Vault and click on Verify User button. 
   
   
   
   
6. The user is successfully registered and can use Digital Signature
   
   
   
   
7. The user will again click on the send for the signature button to send a document and click on yes when a one-time prompt asks the user to check the login details and click yes or no. 
   
   
8. Click yes if the displayed email id and the registered email id is the same  

Tooltip (On clicking/hovering on the tooltip), the complete process to register user will be highlighted: 

1. Enter the email address for which the Adobe Sign account does not exist
    
2. Click on create user button. 
   
   
3. Click on the link send to the entered email address
   
   
4. Verify and set the password and close the tab. 
   
   
5. Click on the Verify User button on the popup in the ADL-CRM application. 
   
   
6. Voila, the user is successfully registered and can use Digital Signatures 

Kebab Menu Options   

Each digital signature status will have associated options in the kebab menu.  

Unsent  

• Preview – Preview the document.  
• Download File – Download the document.  
• Send for Signature –Send the document to be digitally signed by the client 
• Delete File –Delete the document.

Out for Signature  

• Preview –Preview the document.  
• Download File – Will a Download the document.  
• Cancel Signature – This Will provides you with the option to cancel the digital signature process.  
• Download Audit Log Report – Allows Will provide you to track changes made during the digital signature process. 

Signed  

• Preview – Preview the document. 
• Download File – Download the document.  
• Delete File – Delete the document. 

Declined  

• Preview – Preview the document.  
• Download File – Download the document.  
• Download Audit Report – Track changes made during the digital signature process.  
• Delete File – Delete the document. 

Cancelled  

• Preview – Preview the document.  
• Download File – Download the document.  
• Download Audit Report – Track changes made during the digital signature process.  
• Re-send for Signature –Resend file to the client for digital signature 
• Delete File – Delete the document.  

Enabling Digital Signature  

1. By default, we will be enabling the Adobe Digital Signature Feature for the Company/Practice.
2. Contact support if you find any problem in enabling the Digital Signature. 
   
   
   

Sending a document to client for digital signature: 

Select at least one document for the “Send for Signature” option to be enabled, click on the “Send for Signature” button. A new window will open. (User must allow Pop-ups and redirects in the browser settings)  

1. The Recipient Field- Clients email address to whom documents needed to be sent. 
   
   
2. Subject: Subject of the email sent to the client. 
   
   
3. Message: Message for the client.  
   
   
4. Files: The file(s) to be sent to your client for digital signing will be shown here.  
   
   
5. Password Protect: Encrypt the file so that password will be needed to open the file every time. The client will not require the password to sign the document. 
   
   
6. Set Reminder: Reminder will be triggered to the client on the basis selected. 
   
   
   
7. Preview and Add Signature Fields: Preview document and add the fields required for signatures.  
   
   
8. Next: Once Step 7 is done, clicking next will open the document preview, where you can drag and drop the respective fields into the document.  
   
9. Signature Fields: On the right-hand side of the window various fields can be used and added in the documents.  
   
   
10. Dropped Field: User dropped field on the document.  
    
    
    
    
11. Click “Send,” and you get a “successfully sent” notification, click Ok to close window.  
    
    
12. Status for the document sent for signature will change from “Unsent” to “Out for Signature.”  
    
    

Digital Signature Credits  

To be able to send a document for signature to a client you need to have enough Digital Signatures credits available. 

Practices will get 100 complimentary digital transactions per Adviser once the feature is activated by AdviserLogic. 

Example: If a practice has four advisers, they will get 4 X 100 = 400 digital transactions complimentary. 

Post which the Advisers can buy the Digital Sign Transaction at the rate of 21 $ for 10 Digital Sign Transactions 

You can keep track of your Digital Signature account from Tools > Digital Signatures > Adobe Signature Account:

If you do have enough credits and you are still not able to send the document, please contact Support.  

 Check your existing Digital Signature balance from here.  

Users can purchase 10 Digital Signatures for $21 from here if they need extra signatures. The purchase would be added to the invoice and billings.  

Note: Balance is applied on the practice level and not on individual logins. There is no cap on how many signatures a single login can use if there are sufficient Digital Signature Transactions Credits available for that practice. 

FAQ

• How do I enable the "Send for Signature" option?

You need to select at least one document for the “Send for Signature" option to be enabled.

• How does one signature transaction account for in Adobe Signature Integration with Document Vault ?

A “Transaction” means each time an Electronic Document, or collection of related Electronic Documents up to 600 pages or 25 MB, is sent to End Users through the Service.
What this means is that, subject to the 600 page, 25MB rule, the following all meet the definition of a single transaction:
- one signature in one document
- two separate signatures in a document (i.e. client and spouse)
- the same client asked to sign at 2 points in a single document
- multiple documents, with the client signing each, if sent in one process
- multiple documents, with client and spouse signing each, if sent in one process.

• What is the difference between two account provisioning?

Feature wise and usage wise there is no difference between an admin account and non admin account provisioning. Admin provisioning simply creates a unique account for the practice and all users thereafter are registered under the same account. This leads to all document being segregated at this unique account level for compliance purpose.

• Can I edit my email address later post registering for the Adobe sign-in?

Email address is editable only for the first time, once user registers on adobe with an email, you can no longer change email address. We will be enhancing experience herein by giving an option to deregister and register with a different email in future enhancements though there isn't any specific timeline for this yet.

• What are the fields under Transactional fields used for?

Participation stamps are applied after the assigned recipient signs the agreement. As such, they cannot be accessed or edited by the recipient.

By default, the stamp includes the participants:

• Name
• Signing time
• Email address
• Title*
• Company

Title and company values are imported from the Title and Company fields assigned to the participant in the agreement.

• If the Title and/or Company field isn't present on the agreement, the values are imported from the participant's Acrobat Sign profile (if one exists).
• Otherwise, the values are left empty

 

Transaction Number stamp will auto-populate with the unique identifying number that indicates the agreement in the Acrobat Sign system.  Recipients cannot directly interact with the field.

Stamp fields  can serve double duty as either a stand-alone signature or in support of other signature fields. For example, you may need to place a personal signature, as well as a corporate seal or Hanko stamp.

For more details on Adobe Signature fields, please follow the link below:

https://helpx.adobe.com/in/sign/using/field-types.html