Web Signatures

The Web Signatures tab lets you set up the default options for Web Signatures for Credit Unions. Use the following links to learn more about the options in each section of the Web Signatures tab:

• Credit Union Options
• Branch Options

To access the Credit Union Profile - Web Signatures tab, under Administration on the Portico Explorer Bar, click Profiles. On the Profiles top menu bar, click System, then click Credit Union. The Credit Union Profile window appears. Click the Web Signatures tab.

How do I? and Field Help

The following fields and check boxes activate Web Signatures and define the default options that will appear on the Envelopes tab. Once your credit union has obtained the appropriate authentication licenses, your credit union employees can modify the options in the Credit Union Option section without contacting Portico Customer Service.

Field/Check Box	Description
Use Remote Signatures	If selected, the credit union uses Web Signatures for Credit Unions
Use Knowledge Based Authentication	If selected, the credit union uses the Knowledge Based Authentication. For Knowledge Based Authentication, 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.
Use Phone Based Authentication	If selected, the credit union uses the Phone Based Authentication. For Phone Based Authentication, 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.
Authentication Method	The default authentication method that will appear on the Envelopes - Address tab when preparing documents for processing. The valid values are: None 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.
Signing Order	The default order in which signers/recipients view documents when using Web Signatures. The default signing order will appear on the Envelopes - Address tab. The valid values are: None, Consecutive, and Concurrent. 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.
Access Code Priorities 1-5	The priority access codes to be used by the signer/recipient to access the documents. The default access code will appear on the Envelopes - Address tab when the Authentication Method is Access Code. Each Priority field must have a different value. The valid values are: None, Custom Entry, Birth date, Home Phone, Zip Code, Driver’s License, and Phone Verification.
Signing Method	The default signing method for signers of documents. The default signing method will appear on the Envelopes tab. The valid values are: None 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.
Signer Email Address Priorities 1-3	The first, second and third priority email address to be used by the signer/recipient to access the documents. The valid values are: E-Mail, E-Mail1, and E-Mail2. The email addresses are derived from the Contact Information tab.
Email Subject	The default email subject that will appear on the Envelopes tab. Length: 70 alphanumeric
Email Blurb	The default email body that will appear on the Envelopes tab. Length: 70 alphanumeric

The following options appears in the Branch Options section.

Field/Check Box	Description
CICSignIT	If selected, the credit union can designate a particular branch as using CIC Sign IT. This is a branch-level field that must be selected by Portico Customer Service.
DocuSign	If selected, the credit union can designate a particular branch as using DocuSign. This is a branch-level field that must be selected by Portico Customer Service.
IMMeSign	If selected, the credit union can designate a particular branch as using IMMeSign. This is a branch-level field that must be selected by Portico Customer Service.

Click Save to save your changes.

Document Purge Criteria

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. If the user tries to view a document in Portico that has been imaged and purged, a message will appear instructing them to use Nautilus Essentials to view the document.

Document Retention Option

As long as the member account remains open and an administrator did not delete the documents, completed loan and member documents are stored on the Web Signatures (DocuSign) site indefinitely. Completed loan and member documents are also stored in your credit union’s Nautilus Essentials document repository. The document retention option allows you to define how long you want your member documents stored on the Web Signatures (DocuSign) site before they are purged. Prior to purging the documents, Web Signatures will send two warning messages to your member web signers via email, followed by a confirmation email that the document set has been purged.

For example, if you define a retention period of 10 days, DocuSign will move all documents/envelopes completed, declined, or voided more than 10 days old to the purge queue. A warning email notification is sent to the sender (credit union group email box) and recipients (member’s email) associated with the envelope notifying them that the envelope document will be deleted in 14 days with a link provided to the documents. Another email is sent 7 days later with the same message. After 14 days, the envelope documents are deleted from the Web Signatures (DocuSign) site.

If your credit union chooses to implement the new document retention period, Fiserv recommends contacting your credit union members prior to activating the option to inform them of the warning emails they will receive before the documents are purged from the Web Signatures (DocuSign) site. Fiserv also recommends defining an email rule for your inbox to automatically send your credit union copies of these warning emails to another folder in your email. This will limit the number of warning emails flooding your credit union's main email inbox.

Certificate of Completion documents are stored indefinitely on the Web Signatures (DocuSign) site, even when the associated documents have been purged.