Synergy eSign Procedure PDF

Table of Contents {#table-of-contents.TOCHeading} ================= [Context 2](#context) [Application 2](#application) [Logging into the Website 3-](#_Toc362943314) [Uploading a Document 6-](#_Toc362943315) [Applying Signatures and Parties to Documents 9-1](#procedure-exceptions) [Sending the...

Table of Contents {#table-of-contents.TOCHeading} ================= [Context 2](#context) [Application 2](#application) [Logging into the Website 3-](#_Toc362943314) [Uploading a Document 6-](#_Toc362943315) [Applying Signatures and Parties to Documents 9-1](#procedure-exceptions) [Sending the Document to the Member to Sign 13-1](#definitions) [Member Signature Portion 1](#document-control) [Receiving the Document Back to Your Email to Index to Synergy 1](#context) [Document Control 20](#application) 68245-189Procedure Exceptions, Definitions, and Context ======= **Context Statement** --- This procedure has been put in place to assist team members with sending an eSign document through Synergy eSign. Application =========== **Application** ---\ \ This procedure will help you navigate through Synergy eSign and send requests for signatures on documents electronically. LOGGING INTO THE WEBSITE **Synergy eSign Client** To use the Synergy eSign Client for sending documents, first make sure your document is a PDF. It is preferred that you first save the document as a PDF to a folder on your desktop prior to sending the form out. The reason for the PDF format is so the associated template can recognize the form and auto apply the signature templates on the form. 1. Open the Synergy eSign Client by right clicking the "Show Hidden Icons" button on your task bar a. A picture containing diagram Description automatically generated 2. You will then see the purple and blue icon that is the Synergy eSign Client. b.  3. Right click the eSign Client and choose "Show Documents" to be taken to the Collected Documents section of the eSign client -- this is where you will drag and drop your PDF files to Synergy eSign. c. Graphical user interface, text, application, chat or text message Description automatically generated 4. After selection "Show Documents" a Microsoft Edge Browser will populate and show the following screen bringing you to the main page of the Synergy eSign Client: d.  5. If you do not see the eSign client in your show hidden icons menu as stated above, you need to initiate the software by searching the software in your taskbar as shown below: e. A screenshot of a computer Description automatically generated with medium confidence f. Click open and the client will load. Once the client loads, check your show hidden icons and you will see it again. i.  ii. Graphical user interface, application Description automatically generated iii. Then proceed to follow the steps to show documents to open the eSign site. UPLOADING A DOCUMENT 1. Once you open eSign, a new window will pop up. Here you will drag and drop your PDF files that you are looking for OR you can click the box to select from your computer to send to your member to sign -- in this example, we will be dragging and dropping a file from my documents: a.  2. Once the file is dropped in the Add Documents section, you will then see your document moved to the Available Documents section. b. When you upload the document, you should see the document name title listed if the document you are uploading has a template associated with it. c. Graphical user interface, text, application Description automatically generated 3. You will now "Create Session" to start the process of sending to the member: d.  e. If there is an unknown title to the document OR a template did not apply, this means eSign does not recognize if there is a template available for this item. When you create the session, you will be prompted to choose the appropriate template for the document. f. Graphical user interface, text, application Description automatically generated g.  h. You can choose the appropriate titled template, then click Apply, then proceed to the session and in some cases, you may be brought directly to the session designer once you apply a template. APPLYING THE SIGNATURE/PARTIES TO THE DOCUMENT 1. When you create the session, you will be taken to the Session Details screen. From here, you will Design your form to apply the appropriate parties and signatures: a. Graphical user interface, text, application, email Description automatically generated 2. Since this form was templated, the signature box and associated parties were already pre-populated along with the date. b.  c. You may now click continue to proceed. 3. **IF the signature box did not populate OR the form does not recognize your member party, you can click the ADD PARTY + option in the top left corner to add a party who is required to sign the document.** d. Graphical user interface, text, application Description automatically generated e.  f. Graphical user interface, text, application Description automatically generated**\ ** g. **Be sure to click done when selecting the party so the signature can populate for the member.\ ** 4. **When you click save under the party information you will see a new list of parties that you can edit or apply to a specific document.** 5. **Be sure to see how many parties you have associated with the document. Only the signers should be the parties listed under the Parties section.** 6. **If there are any unnecessary parties, click the small trash can to remove the unnecessary party.** SENDING THE DOCUMENT TO SIGN 1. After you are done dragging and dropping the signatures (if they are not templated), you can click continue to proceed to sending the document out. You will be brought back to the Session Details and from here you will select the "Sign" option to initiate the signature portion of the form: a.  2. You are brought to the eSignature management portion of the eSign client. From here, you can choose the type of authentication you would like: b. Graphical user interface, application Description automatically generated c. From left to right (in order), you have the following authentication syles: i. In Person ii. Email Authentication iii. Password Authentication iv. KBA or also known as Knowledge Based Authentication v. Lastly, Phone Authentication d. **We will be using KBA or Knowledge Based Authentication when sending an eSignature to a member.** 3. You will click the KBA button then proceed with entering the members email address right underneath the KBA selection: e.  4. **From here, CC another recipient, such as the branch you work at, so they are informed of the document being signed. A good use example would be an individual sends a member an eSign form but the employee will be leaving for the afternoon. If the team member CC's their associated branch email, everyone in the branch location will get the documents when the member completes their eSign document.** f. Graphical user interface, application Description automatically generated g. **There is a pre-populated email template that the member will see when receiving the email.** h. **BE SURE to review the message as you will need to input your email and extension along with your name throughout the message.** 5. All that is left to do is click "Send" to send the form to the member i.  6. Once sent, you will be presented with this message: j. Graphical user interface, text, application, Word Description automatically generated MEMBER SIGNATURE PORTION 1. The member will receive the eSign form in their email client they have such as Gmail, yahoo, or outlook. a.  2. The member will open the email and will be presented with a Review and Sign button. Instruct the member to click this button: b. Graphical user interface, text, application Description automatically generated 3. The member is presented to the Identity Verification Requirements associated with KBA: c.  4. Once the member passes authentication, they need to agree to the terms and conditions of Adobe by clicking the two boxes then clicking Accept: d. Graphical user interface, text, application Description automatically generated 5. The member is now presented with their form to sign. Instruct them to click on any space that states "Click here to sign" e.  6. The member can choose their signature style -- Type, Draw, or Mobile: f. Graphical user interface, text, application Description automatically generated g. I am selecting Type for this demo. h. I will then APPLY my selection 7. After Applying, the signature appears where the signature was required. The member will then have to "Click to Sign": i.  8. The member is now finished: j. Graphical user interface, text, application Description automatically generated RECEIVING THE DOCUMENT BACK TO YOUR EMAIL TO INDEX TO SYNERGY 1. Once the member is done signing the documents, the document will come back to your inbox: a.  2. Open the email to be presented with the document set which includes the document AND the eSign Certification document: b. View your documents for accuracy then select the downward arrow on ONE of the documents that you received. c. Select SAVE all attachments. i. You will choose a desktop folder or any documents folder you use d. Graphical user interface, text, application, email Description automatically generated 3. You will now open Synergy Capture Client and upload your documents to be indexed to the necessary account: e.  Procedure Exceptions ==================== **Procedure Exceptions** --- \*\*It is very important that you review all documents uploaded to ensure that the signature spaces are mapped correctly prior to sending to the member. Also, it is crucial that you apply the knowledge-based questions to the packet so the member can be officially authenticated. Definitions =========== Definition **Terms** **Definition** ---------------------- ---------------------------------------------------------------------------- **Synergy eSign** eSign tool that you can send electronic request for signatures to members. Document Control ================ Supporting Management Standards/Procedures and/or Guidelines -------------------------------------------------------------- ---------------- ------------------------- --------------- Document Title Author Description Revision Date Synergy eSign Procedure Justin Gabbara Synergy eSign Procedure