Generating Safe Deposit Box Documents

The Documents tab lets you generate any forms or agreements required by your credit union for the safe deposit box. To generate documents for a safe deposit box, click the Documents tab on the Assign/Maintain Safe Deposit Box dialog box.

How do I?

Acrobat Reader is recommended for use with Document Preparation. If you have both Adobe Acrobat and Acrobat Reader installed on your workstation, Fiserv recommends setting Acrobat Reader as the default program for viewing PDFs.

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.

On the Selected Documents tab, you can change the branch, view the document and fill in the document. If your credit union uses Web Signatures for Credit Unions, you can select the documents that will be combined in an envelope to be presented to the member for review and signing.

Select the Combine Forms for View Action check box to view multiple forms.

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

The Selected Set of Documents 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
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 Fillcolumn 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.
Complete	Click Complete to finish the document.
Image	If using CIC Sign IT, select the check box to store an image of the document in Nautilus Essentials. This column will not appear if your credit union uses Web Signatures
Envelope Number/Status	If using the for 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.

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

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. Your credit union can collect both in-branch and web signatures on documents delivered via the web in a secure and flexible manner. Once you’ve selected the documents you want to generate on the Available Documents tab, you can create an envelope containing those selected documents. The envelope is used to deliver the documents for signing.

Web Signatures (DocuSign) has the following limitations on files used in envelopes and as attachments:

• DocuSign recommends that you do not add files larger than 25MB to an envelope. Depending on the recipient’s Internet connection, large files might affect signing performance.
• DocuSign has not imposed a limit on the number of files that can be added to an envelope; however, envelopes with a large number of files might affect signing performance.
• For signer-uploaded attachment files, DocuSign supports files sizes up to 25MB for an envelope.
• There is a file size limit of 5MB for attaching completed documents to emails sent by DocuSign to recipients when an envelope is completed. If the completed documents are greater than 5MB, the email still provides a link to the documents on the DocuSign system.

On the Selected Documents tab, select the documents you want to add to the envelope and click Get Envelope.

The Envelopes tab will appear with the selected documents listed. The envelope number is automatically assigned.

The Envelopes - 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. You can use the credit union-defined system default for the Email Subject and Email Blurb fields or you can customize the fields for the member as needed.

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.
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.

The Envelopes – Address tab displays the member name, email address and type of signer.

Most of the information within the Signer/Recipient Information grid is completed based on the Credit Union Profile - Web Signatures tab.

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.
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.
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 the Type drop-down list 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 acknowledgement 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.
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.
Code	The access code provided by the credit union when using Access Code authentication. Length: 25 alpha characters
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.
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.
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.

To remove a recipient, select Remove Recipient from the Actions drop-down list and click Save.

Select Create Envelope from the Envelope Action 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 field will change from Draft to Created.

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.

The Review/Finalize tab lists the status of the document and the envelope number.

The Review Documents grid displays the following information.

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.
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.
Document Status	The status of the document. The valid statuses are: Draft, Voided, Created, Deleted, Sent, Delivered, Signed, Review, and Completed.
Envelope Number	The system-assigned envelope number.
History icon	Click the Envelope History icon to view the current history of the envelope.
Complete	As you review the completed documents, click the button in the Complete column to lock the document from further interaction. The document is marked as DONE.
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.

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.

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.

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

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