Creating Documents

The Document Preparation dialog box lets you prepare documents with member and joint owner information.

How do I? and Field Help

The Member Data Selection tab lets you narrow down the list of available documents and limit the data retrieved for document preparation. To view the full list of documents on the Available Documents tab, select the Other Documents check box and click Get Data. To narrow down the list of documents that appears on the Available Documents tab and limit the data retrieved; select the information check boxes and specific accounts from the drop-down lists. Then, click Get Data.

Before you can begin using the check boxes on the Member Data Selection tab to select the data retrieved, the data must be mapped to the appropriate document. In addition, the documents must be associated with a Portico Process on the Document Preparation - Process Associations - Update window in order for the document to appear on the Available Documents tab. The Portico Processes related to each check box are:

Data Selection for Document Retrieval Check Box	Portico Process
Other Documents Select this check box to retrieve the basic member information.	Other Documents
Member Relationship Information Select this check box to retrieve joint owner information. Then, click the Select Account Level down arrow to select the specific account associated with the joint owner(s).	Joint/Relationships Information
Member Share Information Select this check box to retrieve share information. Then, click the Select Share Account down arrow to select the specific share account.	Courtesy Pay Joint/Relationships Information Overdraft Protection Share Information
Member Certificate Information Select this check box to retrieve certificate information. Then, click the Select Certificate Account down arrow to select the specific certificate.	Certificate Information Joint/Relationships Information
Member Self Service Information Select this check box to retrieve self service account information, such as ATM, Debit, or Online Banking. Then, click the Select Self Service Account down arrow to select the specific account.	New/Inquiry ATM Account New/Inquiry Bill Pay Account New/Inquiry Debit Account New/Inquiry Home Baking Account New/Inquiry Self Service/Audio Account
Member Payroll Information Select this check box to retrieve payroll information. Then, click the Select Payroll down arrow to select the payroll.	Setup Payroll Deductions and Distributions
Member Loan Information Select this check box to retrieve loan information. Then, click the Select Loan Account down arrow to select the specific loan.	Loan Information Joint/Relationships Information

On the Available Documents tab, select the check box next to the desired documents, then click Get Forms to display the Selected Documents tab. The selected documents appear on the Selected Documents tab.

Document Preparation - Available Documents

The Documents Available for Selection grid displays the following information:

Column Heading	Description
Select	Select the check box, then click Get Forms to display the selected documents on the Selected Documents tab.
unlabeled	An R in this column indicates that the document is required. An E in this column indicates that the document is included in an envelope and cannot be deselected.
Document Name	The name of the document.
Account Identifier	The member number that the document will be generated for.

On the Selected Documents tab, you can change the branch, view the document and fill in the document.

Web Signatures for Credit Unions: Web Signatures for Credit Unions offers a secure way to obtain signatures on forms and allows members to securely upload required documentation, such as payroll stubs and insurance information. For credit unions using Web Signatures, on the Selected Documents tab, select the documents that should be combined in an envelope to be presented to the member for review and signing, and then click Get Envelope.

Document Preparation - Selected Documents

Web Signatures

IMMeSign: IMMeSign provides in-person and remote signing options of documents and forms generated in Portico. For credit unions using IMMeSign, on the Selected Documents tab, select Prepare Session to prepare the signing session.

IMMeSign

Select the Combine Forms for View Action check box to view multiple forms. If the Combine Forms for View Action check box is selected, click View to view multiple forms.

Select the Duplex Mode check box to duplex print the forms.

Click the Member Notifications and Alerts icon on the Envelopes tab to display the Member Notifications and Alerts dialog box

The Selected Set of Documents grid displays the following information:

Column Heading	Description
Select/Del	Select the check box, then click Remove to remove the selected documents from the Selected Documents tab.
unlabeled	An R in this column indicates that the document is required
Document Name	The name of the document.
Account Identifier	The member number that the document will be generated for.
Change Branch	Click the branch button in the Change Branch column to display the Change Documents dialog box.
View	Click the button in the View column to view the document.
Fill	Click the button in the Fill column to complete the document. If an error occurs, the Fill button appears in red and the tooltip indicates that a possible fill error has occurred. Errors can occur if a user closes the document or if the connection is lost before the Send and Save is complete. If you press the Complete button or Sign button when a Fill error exists, an error message appears. You can continue with the process or click Cancel to return to the Selected Documents tab.
Sign	Click Sign to add an electronic signature to the document. If an error occurs, the Sign button appears in red and the tooltip indicates that a possible signing error has occurred. Errors can occur if a user closes the document or if the connection is lost before the Send and Save is complete. Credit unions using Web Signatures for Credit Unions will not receive Sign errors, since the signature process occurs outside of the Portico document preparation process. If you press the Complete button when a Sign error exists, an error message appears. You can continue with the process or click Cancel to return to the Selected Documents tab. This column does not appear for IMMeSign.
Complete	Click Complete to finish the document. This column does not appear if your credit union uses IMMeSign.
Image	If using CIC Sign IT, select the check box to store an image of the document in Nautilus Essentials. This column does not appear if your credit union uses Web Signatures or IMMeSign.
Envelope Number/Status	If using Web Signatures, this column will display the system-assigned envelope number and the status of the envelope. The valid statuses are: Draft, Voided, Created, Deleted, Sent, Delivered, Signed, Review, and Completed. For Ad Hoc documents and Safe Deposit Box documents, anything older than 5 days with a document envelope status of Completed, Deleted, Draft, or Voided will be purged. This column does not appear if your credit union uses IMMeSign.
Session Number/Status	If using IMMeSign, this column displays the system-assigned session number and the status of the session. This column does not appear if your credit union uses Web Signatures.

To remove the selected documents from the Selected Documents tab, select the check boxes on the document and click Remove.

IMMeSign: For credit unions using IMMeSign, the Session tab appears with the list of selected documents. Use the drop-down list on the Organize tab to designate a signer for a specific field on a document. Select Remove Draft Session to remove a draft eSign session.

Document Preparation - Session - Organize tab

IMMeSign

Web Signatures for Credit Unions: For credit unions using Web Signatures, the Envelopes tab appears with the list of selected documents. The envelope number is automatically assigned. The status of the envelope can be: Draft, Created, Sent, and Completed.

Select an action from the Envelope Action drop-down list and click Submit. The valid options are:
- Select Create Envelope from the drop-down list and click Submit to submit the envelope for processing. The system generates the emails to the members allowing them to sign via the web. The Envelope Status will change from Draft to Created. Create Envelope is only available for documents without an envelope number or a Fiserv WebSign RequestID.
- Select Remove Envelope from the drop-down list and click Submit to remove the envelope from the Envelopes tab. The process is stepped back to before the Get Envelope button was clicked on the Selected Documents tab. The filled and mapped fields are retained, but no envelope is created and no signatures are obtained. Remove Envelope is only available for envelopes in a Draft status and documents without an envelope number. If the only envelope on the Envelopes tab is removed, the Envelopes tab becomes disabled.
- If the credit union has DocuSign Manager, select Manage Envelope and click Submit to launch DocuSign Manager for the envelope number. Manage Envelope is only available for documents with an envelope number. Manage Envelope is not available for envelope statuses of Voided, Deleted, Review, Completed, Declined, or Timedout.
- Select Void Envelope and click Submit to enable the Void Reason cell for the envelope and void the signing process. Void Envelope is only available for documents with an envelope number. Void Envelope is not available for envelope statuses of Voided, Deleted, Review, Completed, Declined, or Timedout.
Click the Envelope History icon on the Envelopes tab to view the current history of the envelope.
Click the Member Notifications and Alerts icon on the Envelopes tab to display the Member Notifications and Alerts dialog box.
In the Email Subject field, enter the email subject that will appear in the email to the recipient (Length: 70 alphanumeric). You can create a default email subject on the Credit Union Profile - Web Signatures tab.
In the Email Blurb field, enter the email body that will appear in the email to the recipient (Length: 70 alphanumeric. You can create a default email blurb on the Credit Union Profile - Web Signatures tab.
You must submit the envelope before collecting in-branch signatures using signature pads.
For in-branch signing, you can use a credit union workstation to sign and upload documents. On the Envelopes – Address tab, select Request Signer from the Actions drop-down list, then click the green arrow. The green arrow next to the Branch Signer will be disabled on the Envelopes – Address tab once the envelope has been delivered and signed by that recipient. Remote recipient emails are automatically sent based on the order defined in the Order column.
Click Refresh Envelope to obtain the most current envelope status. Once an envelope has been submitted, the third-party signature processor begins processing the envelope. While you are viewing the envelope within Portico, there may be status changes occurring behind the scenes. For example, the envelope status in Portico may be Created, but as processing occurs, the status may change to Delivered.

Web Signatures

The Organize tab lets you remove a document from an envelope, change the order of the documents, designate a signature or initial field on a document as required or optional, designate a signer and more.

Column Heading	Description
Expand All	Select the Expand All check box to view signatory information pertaining to each document.
Action Check Box	Select the check box on a document row and click Remove to remove the document. This column does not appear if your credit union uses IMMeSign.
Document Name	The name of the document.
Move Up	Click the up and down arrows to change the order that the documents will appear in the envelope. Click the up arrow to move the document above the previous document in the list.
Move Down	Click the up and down arrows to change the order that the documents will appear in the envelope. Click the down arrow to move the document below the next document in the list.
Type	Use the drop-down list to designate a signature or initial field on a document as required or optional. The valid options are Signature Required, Signature Optional, Initial Required, and Initial Optional. When mapping and preparing your documents to process, Document Preparation will read the document text and determine if the signature line is for a signature or for initials. In addition, the document text may allow Document Preparation to determine if the signature/initial is required or optional. The Type column displays the default value, but may be changed on a case by case basis. For example, the signature line for Credit Life Insurance may be Signature Optional as a default, but depending on the needs of the member the credit union employee may change it to Signature Required.
Signature Reference	Determine the signature or initial field location on the document. When mapping and preparing your documents for use, Document Preparation will read the document text to determine a description of the signature or initial lines. For example, if signature lines are designated for the primary member, the Signature Reference is Primary Member. When there is more descriptive information, Signature Reference may state, Authorization to revoke Stop Payment, etc.
Name	Use the drop-down list to designate a signer for a specific field on a document. When mapping and preparing your documents for use, Document Preparation will attempt to determine the member name to sign or initial on specific line of the document. For example, when the primary member should sign, Document Preparation maps the signature line to the primary member information in Portico. Sometimes, mapping cannot determine which member should sign or initial on an particular line on a document. Often there could be multiple people that are applicable signers. In these cases, a drop-down list containing possible options appears. Make your selection from the drop-down list, or simply enter a name to associate to the signature or initial line of the document.

IMMeSign: For credit unions using IMMeSign, the email address of the recipient from the Contact Information tab appears in the Signer/Recipient Information grid on the Session tab. You can use this email address or you can enter a different email address. Select Add Viewer to include a recipient as a view-only receiver of the selected documents. Select Send to IMM to transmit the document(s) to the IMM interface for in-branch or remote signing.

Document Preparation - Session - Signer tab
IMMeSign

Web Signatures for Credit Unions: For credit unions using Web Signatures, most of the information within the Signer/Recipient Information grid is completed based on the Credit Union Profile - Web Signatures tab.

Envelopes - Address
Web Signatures

The Signer/Recipient Information grid displays the member name, email address and type of signer.

Column Heading	Description
Add	To add an envelope recipient to the Address tab, click Add. The Add Recipient dialog box lets you select the recipient, the recipient’s email address and type of signer (Branch Signer, Carbon Copy, Certified Delivery, Hosted Signer, or Web Signer) and the documents that the recipient should receive. This column does not appear if your credit union uses IMMeSign.
Expand/Expand All	Select the Expand All check box to view the member name, email address and type of signer.
Actions	Select a valid action from the drop-down list and click Save. Actions are only available for envelopes with an envelope number. When the Type column is Branch Signer, select Request Signing to have the recipient sign the document using a signature capture device within the credit union branch. Request Signing is only available when Type is Branch Signer, the Envelope Status is not Voided, Deleted, Signed, Review, Completed, Declined, or TimedOut, and the Recipient Status is not Signed, Declined, Completed or FaxPending. To change the signer of the document, select Correct Signer. Correct Signer is only available when envelope status is not Voided, Deleted, Signed, Completed, Declined, or TimedOut, and the Recipient Status is not Signed, Declined, Review, Completed or FaxPending. To remove a recipient, select Remove Recipient. Remove Recipient is only available when the recipient was added through the Add Recipients dialog box and is not available when an Envelope Number or Fiserv WebSign RequestID is present. To resend an email notification to a recipient, select Resend Notifications. Resend Notifications is only available when the Type is not Branch Signer, the Envelope Status is not Voided, Deleted, Signed, Completed, Declined, or TimedOut, and the Recipient Status is not Signed, Review, Declined, Completed or FaxPending. This column does not appear if your credit union uses IMMeSign.
Name	The name of the recipient.
Email	The email address of the recipient from the Contact Information tab. You may enter a different email address.
Type	The type of recipient. The options available for Web Signatures are: Branch Signer – The recipient will sign the document using a signature capture device within the credit union branch. Web Signer – The recipient will receive an email link to the documents and signing the documents via the Internet. Hosted Signer – The recipient will sign the document using a credit union employee’s workstation, but not a signature capture device. Carbon Copy – The recipient will receive a document envelope via an email link, but does not have to sign or acknowledge receipt. Certified Delivery – The recipient will receive a document envelope via an email link and must open the envelope. The credit union receives an acknowledgment receipt.
Order	The order in which the recipients interact with the envelope. Consecutive numbering indicates that the recipients interact with the envelope, one at a time. Concurrent numbering indicates the recipients may be in the envelope at the same time. This column does not appear if your credit union uses IMMeSign.
Authentication	For remote recipients, choose the Authentication method for securing the access to the envelope. The options available for the Authentication drop-down list are: Access Code – Prior to gaining access to the envelope, the recipient must provide the access code provided by the credit union. Portico allows the credit union to define a default access code: Birth Date, Zip Code, Driver’s License, Phone Verification, or Home Phone. The Code column is required for Access Code authentication. Phone Based – Prior to gaining access to the envelope, the recipient must provide their phone number. Their phone will ring within 10 seconds and the recipient enters a randomly generated code into their phone and speaks their name. Knowledge Based – Prior to gaining access to the envelope, the recipient must provide basic information about themselves. Using public records, random questions are generated. The recipient must answer the questions correctly in order to gain access to the envelope. This column does not appear if your credit union uses IMMeSign.
Code	The access code provided by the credit union when using Access Code authentication. Length: 25 alpha characters This column does not appear if your credit union uses IMMeSign.
Green Arrow	For in-branch signing, you can use a credit union workstation to sign and upload documents. On the Envelopes – Address tab, select Request Signer from the Actions drop-down list, then click the green arrow. The green arrow next to the Branch Signer will be disabled on the Envelopes – Address tab once the envelope has been delivered and signed by that recipient. Remote recipient emails are automatically sent based on the order defined in the Order column. You must submit the envelope before collecting in-branch signatures using signature pads. This column does not appear if your credit union uses IMMeSign.
Credit Union Employee Signing Host Name	If the Type field is Hosted Signer, the Credit Union Employee Signing Host Name drop-down list allows you to select the name of the credit union employee who will serve as the host for the member to sign via Web Signatures using the credit union employee’s workstation. The Credit Union Employee Signing Host Name drop-down list will contain the names of employees who have Portico user IDs and the appropriate security permissions. This column does not appear if your credit union uses IMMeSign.
Credit Union Employee Signing Host E-mail Address	If the Type field is Hosted Signer, the Credit Union Employee Signing Host E-mail Address displays the email address of the credit union employee who will serve as the host for the member to sign via Web Signatures using the credit union employee’s workstation. This column does not appear if your credit union uses IMMeSign.

Click Save to save the envelope information.

IMMeSign:For IMMeSign, the Review tab displays a document status and session number. Select View IMM Session to display the IMM eSign Session Details page.

IMM eSign

Web Signatures for Credit Unions: For credit unions using Web Signatures, the Review/Finalize tab lists the status of the document and the envelope number.

Web Signature

The Review Documents grid lists the status of the document.

Column Heading	Description
Actions	To clear the signatures on a document, but retain the filled and mapped data on the document, select Clear Signatures from the Actions drop-down list and click Process Actions. The document is removed from the envelope and is available on the Selected Documents tab to be placed into another envelope for signing. To remove a document, select Remove Document from the Actions drop-down list and click Process Actions. This column does not appear if your credit union uses IMMeSign.
Document Name	The name of the document.
View	Click the button in the View column on the Review/Finalize tab to view signatures on completed documents. Each completed envelope has a Certificate of Completion document to prove validation of signatures. Click the button in the View column on the Review/Finalize tab to view the certificate. This column does not appear if your credit union uses IMMeSign.
Document Status	The status of the document.
Envelope Number	The system-assigned envelope number. This column does not appear if your credit union uses IMMeSign.
Session Number	If using IMMeSign, this column displays the system-assigned session number. This column does not appear if your credit union uses Web Signatures.
History icon	Click the Envelope History icon to view the current history of the envelope. This column does not appear if your credit union uses IMMeSign.
Complete	As you review the completed documents, click the button in the Complete column to lock the documents and mark them DONE. Then, click Finish to send the documents to Nautilus Essentials, and the document status will change to Completed. In some cases, there may be documents that do not need to be sent to Nautilus Essentials. For example, a carbon copy. In this situation, the document status is Review. You should review the document, then click the button in the Complete column to lock the document and mark it Done. The document status will change to Completed. The Finish button remains disabled as no imaging is necessary. This column does not appear if your credit union uses IMMeSign.
Image	Select the check box to store an image of the document in Nautilus Essentials. Each night, any document set older than 5 days with a document envelope status of Completed, Deleted, Draft, or Voided will be purged. Document sets with a status other than Completed, Deleted, Draft, or Voided will remain in Portico for 45 days before being purged. This column does not appear if your credit union uses IMMeSign.

Click the Member Notifications and Alerts icon to display the Member Notifications and Alerts dialog box

Click Close to close the dialog box.

To prepare and image documents, users must be assigned to one of the following security groups or you can create your own security group. You can add the following permissions to a credit union-defined security group using the Security Group Permissions – Update window.

Permissions	Security Groups
DocPrep - User Can Prepare Documents	DocPrep – Administrator DocPrep – User
ImagingID - User Can Access Image Capture	ImagingID – User
ImagingDocuments – User Can Access Safe Deposit Box Repository	ImagingDocuments – Safe Deposit Box Repository

Permissions

Security Groups

DocPrep - User Can Prepare Documents

DocPrep – Administrator

DocPrep – User

ImagingID - User Can Access Image Capture

ImagingID – User

ImagingDocuments – User Can Access Safe Deposit Box Repository

ImagingDocuments – Safe Deposit Box Repository