Set Up Oranj-DocuSign Integration

Configuring the Oranj - DocuSign Integration 

 Oranj Firm Admins can use the steps below to configure their DocuSign account with their Oranj dashboard. Please note you must have an existing DocuSign account for the below instructions to work.

The DocuSign integration creates significant efficiencies by helping financial professionals, their clients, and their prospects seamlessly sign documents electronically within the Oranj platform. By streamlining and automating many documentation processes, financial professionals can simplify account opening, client onboarding, and signature acquisition for a variety of service documents, whether it’s a change of beneficiary form or change of address. The DocuSign integration performs two primary functions within the Oranj application:

  • To connect your existing DocuSign Library to the Oranj application where it can be used to allow your clients and prospects the ability to directly sign all forms needed to open, transfer, and fund accounts with the custodians of your choice
  • To allow forms sent through the client vault to be electronically signed and executed by your clients and prospects

Firm Admins create the business rules that direct their clients and prospects to the correct documents requiring signatures, and where those new accounts will be custodied. Let’s review some initial steps you should take before setting up the integration.

Getting Started

To ensure your Oranj-DocuSign integration works as expected, it is highly encouraged you review your current DocuSign setup by logging into your DocuSign account to make sure that the documents you want available in your Oranj application already reside within your DocuSign Library. Depending on your DocuSign account, your firm can expect slight differences in the setup process. Some firms will have their own DocuSign account that they have bought independent of any custodial relationship. In this case, when you set up the DocuSign integration within Oranj, the documents you have already placed in your DocuSign will be available in Oranj when you perform the setup process. Some firms will have a DocuSign account provided by their custodian.

In this case, some custodians already have all your account opening, funding, and service documents uploaded and ready to be shared within your DocuSign Library while other custodians leave it up to you to upload the documentation you want to use with clients and prospects. In fact, most custodian’s have your DocuSign library only partially completed. For example, they may include the account opening and client agreement forms but not include service forms used for matters such as a change of address or change of beneficiary. Regardless, your custodian will have a resources where you can download these documents to your local computer drive, and from there you can either add them to your DocuSign Library through the Oranj dashboard or directly into your DocuSign account. Regardless, once uploaded, you will be able to use these documents with your clients and prospects in Oranj.

There are some custodians that will not configure your DocuSign account at all. In this case, you will have to spend additional time uploading the documents you want to use in Oranj. Some firms have multiple DocuSign accounts from multiple custodians they work with. For example, TD Ameritrade and Pershing may have both provided you DocuSign accounts. You can only configure one of these DocuSign accounts to Oranj. That being said, some firms may have to consolidate their documents into one DocuSign account to ensure all account opening and service documents are available in Oranj. Using the below guide will walk you though on how to setup this integration no matter your situation.

The following documents are examples of some of the documents you may want to upload to begin using your DocuSign within Oranj:

  • Account Application
  • Account Transfer Form
  • 408(b)(2) Disclosure
  • Beneficiary Designation Form
  • Change of Address Form
  • Check Request Form
  • Electronic Funds Transfer Form
  • IRA Deposit Slip
  • Non IRA Deposit Slip
  • Move Money Forms

Understanding the key functions and actions you take in DocuSign is essential in understanding how to use DocuSign in Oranj. We will teach how to take those actions while setting up the Oranj-DocuSign integration in the below steps. You can also refer to DocuSign training material to learn how to create templates and signing orders, add tags, and managing your account.

How do I setup DocuSign in Oranj?

Setting up DocuSign in Oranj is as simple as entering your DocuSign credentials. Go to the Admin tab and click integrations. You will be prompted to enter your DocuSign username and password.

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Once you have entered these credentials, you will need to spend time performing three key functions: permissioning advisors to get access, creating funding options, and creating custom account rules. Let’s start with Advisor Permissions.

How do I give or remove Advisors access to the DocuSign Integration (“Advisor Permissions”)?

Firm Admins have the ability to designate which advisors have access to the DocuSign integration by clicking the activation button next to each advisor name. If the Firm Admin does not activate DocuSign for an advisor, that advisor’s clients and prospects will not be able use DocuSign.

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What is the (“Document Sharing”) section for?

Share your existing DocuSign Library so advisors, clients, and prospects have the ability to send, fill out, and electronically sign documents for the open and transfer account features and for sending documents in the vault. All existing documents in your DocuSign Library will either be under the Shared Templates option or the My Templates option depending how they were uploaded by the DocuSign Admin. Use the Search box to learn where your documents reside.

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Once you have activated your DocuSign Library folders, you will need to customize each form you add in the Custodian Funding Options and Custom Account Rules sections by designating which fields you need clients to fill out and where they need to sign, date, and/or initial fields. DocuSign calls this “tagging” a document. Tagging documents affords you the opportunity to pick which fields you need client and prospects to complete. We will describe how to tag a document below when we discuss each section. Do NOT skip tagging documents. Without tagging documents, the DocuSign integration will not work when clients and prospects use the open and transfer account features. You will also need to create a signing order. When selecting a document to add to in the Custodian Funding Options and Custom Account Rules sections. Let’s review these tasks while reviewing each section. Let’s start with custodian options.

How is DocuSign used for Account Opening?

Earlier in this manual account opening and transfer was discussed in regards to the matched portfolio wizard workflow. The account opening and transfer workflows can be enhanced with the use of DocuSign. It streamlines the process by allowing the Firm Admin to create custom account rules that guide that guide their clients and prospects to sign the correct document with the correct custodian depending on the account type and dollar amount the client or prospect selects.  Not only are the documents directly available for the clients and prospects to sign, they can also be directly sent to the custodian after the client or prospect has signed. Let’s review on these advanced workflows are configured by the Firm Amin.

What are the (“Custodian Funding Options”) for DocuSign?

This section is where Firm Admins add the funding options (ACH, Wire, Check) available for each custodian. For example, if you want to allow clients and prospects to open accounts with TD Ameritrade, you need to include which funding options are available for clients and prospects to open accounts with TD Ameritrade. The same is true for account transfer. Perhaps ACH, wire, and check deposit is available. You need to upload each funding document that is needed for each type to ensure it’s available when your clients and prospects use the account opening or transfer features. These funding forms ensure all appropriate forms are signed to authorize withdrawal from the account funding the new account with your custodian(s). Let’s make one together to review how this is done.

Press + Add new custodian funding options.

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When asked to Select custodian, select one of the options available. In this example, we will assume you chose Other. By selecting Other, you are deciding which funding options are available for this Other custodian. There are 4 options under Specify document for funding options. : ACH, Wire, Check for IRA Accounts, and Check for Non-IRA Accounts. If this Other custodian has all 4 funding options available, you may want to provide the documentation for each funding option. But if ACH and wire are the only two options available for Other custodian, you will only need to upload documentation for those two funding options. Only add documents for each funding option offered by that custodian.

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In this example, let's say ACH is the only funding option for Other. You can upload the required documents from your DocuSign Library or upload them from your local computer drive. Assuming you already have this document uploaded in your DocuSign, select Add from my DocuSign library. Upload the required document needed for account opening by ACH. Do NOT upload any additional documents like your client agreement. This section is only for funding documentation. If Wire was another funding option, you would upload the document that clients and prospects need to sign using wire transfer as the method for funding their new account. If the document is not in your DocuSign library, select Browse in computer and upload it from your computer. When you add a document from your computer driver, it is instantly added to your DocuSign Library.

Once the document has been uploaded, use the pencil button to the right to tag the document and create the signing order. Do NOT skip this step. Without creating the signing order or tagging the documents, your DocuSign integration will not work when your clients and prospects use the open and transfer account workflows.  Let’s first review the signing order.

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Singing Order

Once you have clicked the pencil icon, you will see the document populate like in the image below. You will be asked to either Add Recipients or you may already see roles designated here.

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If roles have already been designated, your custodian has already established the signing order. This means the document is protected. For firms who have DocuSign through their custodial relationships, documents may be protected and thus will already be tagged and have a signing order. Click the box where the above error is pointing to  and click Edit Recipients to review how this has been set up. These protected documents are unable to be retagged or have a different signing order. By protecting users from editing and retagging documents, your custodian is ensuring that your clients and prospects correctly complete the document to their compliance requirements. But what if these documents are not protected or you have to make the signing order yourself?

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The below image shows how to create the signing order. This first role is the Client role and it must be listed first [ 1 ]. The advisor roles is the second role (if required) and it must listed second [ 2 ]. Both roles required an action. The Client role is always required to sign. Select NEEDS TO SIGN. You can designate the Advisors action as whatever action is required. If the Advisor needs to sign select needs to sign the document, for example, select NEEDS TO SIGN. If the advisor needs to view the document, select NEEDS TO VIEW. If the advisor needs to simply be cced, select RECEIVED A COPY. If the advisor does not need to do anything, as typically the case with these funding options, simply add the Client role and don’t even add a second one. The funding document will still be sent with the electronic envelope when you build the Custom Account Rules in the next section. The below image shows how this signing order works. Keep in mind, when you are creating this signing order, it is for your entire firm. Do NOT include any specific customer details in these fields. The system uses the below designations to know who the Client and Advisor is in every account opening. Leaving these spaces blank will ensure the documents can be sent to any given client or prospect using your DocuSign. You simply need to write the number [ 1 ] in the box to the left and the word “Client” in the box like in the image below. The same is true of the advisor (if needed). Write the number 2 in the box to the left [ 2 ] and write the word “Advisor” in the box like in the image below. The first letter of each word must be capitalized. Press DONE once this signing order has been established.

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Tagging

Now that you have created the signing order, you need to tag the document to establish what fields need to be filled out and what fields need to be signed. You will see the left hand sidebar with the tagging tools that you can use to tag the document. For example, when you select Signature, a box will pop up that you can drag in the document as to where a signature needs to be entered. If a date needs to populate, you can use the Date Signed tag to make the date the document is signed automatically populate like in the image below.

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Keep in mind, if multiple recipients were created in the signing order, make sure you have selected the recipient for whom you are tagging for. For example, make sure the bar has the Client role select when you are tagging the place you need the client to sign like in the image below. Be sure you are always on the role for which you want to tag for to ensure your document is being tagged correctly.

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Once this signing order and tagging is completed, click Save and Close. You are now ready to use these same skills to tag the account opening and transferring documents in the Custom Account Rules section.

What (“Custom Account Rules”) can I make for DocuSign?

Finally, Firm Admins create the rules that direct clients and prospects to the preferred custodian given the account type they are opening and the funding amount established by the clients and prospects.

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For example, if you want clients and prospects opening a Roth IRA between $0 to $1,200 to be custodied at TD Ameritrade, you can make that rule. If you want clients and prospects who open Roth IRA’s for $1,200 to $5,500 to be custodied at Charles Schwab, you can also set that rule. If you want trust accounts opened under $500,000 custodied at a certain institution and Trust accounts opened with amounts greater than $500,000 custodied at another institution, you can make the rule. Start by pressing + Add new rule to make one.

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First you select the account type you are making a rule for. The account types include: Traditional IRA, Roth IRA, SEP IRA, Simple IRA, Individual Brokerage, Joint Brokerage, UTMA/UGMA, and Personal Trust. In this example let’s select Traditional IRA.

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You then select + Add new value range to make the custom rules to create the dollar amount range you want for this rule and which custodian you want the routed to. In this example let’s select $0 to $1,000 for the range and Other for the Custodian. Remember that we selected the funding rules for for Other custodian. If you selected a different custodian that was more applicable to your situation, feel free to select that custodian to ensure you fully complete the setup process for at least one account type for one your custodians. Without having funding option(s) available for a custom account rule, your users will not not be presented with all the needed documentation to complete the account opening or transfer workflows.

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  • Select the dollar amount available for the selected account type
  • Select which custodian is available for this dollar amount

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Once you have created the rules, you upload the actual documents. Upload one set of documents for clients and prospects using the Open an Account workflow and another set of documents for clients and prospects using the Transfer an Account workflow. You are asked to upload documents for each workflow since account opening documents may differ than account transfer documents. Many institutions will will have an account opening application and another for account transfer.  Always make sure this documents are the correct ones for the particular custodian you are building the rule for. This is where you can also upload your firm’s Client Agreement or any other documents you need signed that pertain to account opening or transfer.

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Be sure to tag all documents and create the signing order before using with clients and prospects by clicking the the pencil icon next to each document. Let’s start with creating the signing order.

Once you have clicked the pencil icon, you will see the document populate like in the image below. You will be asked to either Add Recipients or may already see roles designated here.

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If roles have already been designated, your custodian has already established the signing order. This means the document is protected. For firms who have DocuSign through their custodial relationships, documents may be protected and thus will already be tagged and have a signing order. Click the box where the above error is pointing to  and click Edit Recipients to review how this has been set up. These protected documents are unable to be retagged or have a different signing order. By protecting users from editing and retagging documents, your custodian is ensuring that your clients and prospects correctly complete the document to their compliance requirements. But what if these documents are not protected or you have to make the signing order yourself?

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The below image shows how to create the signing order. This first role is the Client role and it must be listed first [ 1 ]. The advisor roles is the second role (if required) and it must listed second [ 2 ]. Both roles required an action. The Client role is always required to sign. Select NEEDS TO SIGN. You can designate the Advisors action as whatever action is required. If the Advisor needs to sign select needs to sign the document, for example, select NEEDS TO SIGN. If the advisor needs to view the document, select NEEDS TO VIEW. If the advisor needs to simply be cced, select RECEIVED A COPY. Unlike the Custodian Funding Options, you must designate a second role is you want it to end up in the hands of your advisor and/or the actual custodian. The below image shows how this signing order works. Keep in mind, when you are creating this signing order, it is for your entire firm. Do NOT include any specific customer details in these fields. The system uses the below designations to know who the Client and Advisor is in every account opening. Leaving these spaces blank will ensure the documents can be sent to any given client or prospect using your DocuSign. You simply need to write the number [ 1 ] in the box to the left and the word “Client” in the box like in the image below. The same is true of the advisor (if needed). Write the number 2 in the box to the left [ 2 ] and write the word “Advisor” in the box like in the image below. The first letter of each word must be capitalized. Press DONE once this signing order has been established.

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But what if you would like for your custodian to receive a copy of a fully executed copy of this electronic envelope? For example, what if you work with custodian ABC and they have a back office email where all account opening applications are processed? Can you can add an additional role to this workflow? Yes. You can add a third role for a “Custodian” like in the image below. Unlike the Client and Advisor roles, do include the email of this backend department in the Email section where these documents can be processed and select the action as RECEIVES A COPY. Press DONE once this signing order has been established.

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Can Joint Signers access a DocuSign from Oranj?

One other important matter to consider is when joint owners need to sign. By making a joint signer the second role in the signing order, the account opening documents can be sent to a second signer. More than likely, you will always want to designate the possibility for clients and prospects to send account opening documents to a joint owner. Without this option, no users will ever be able to have joint account documents signed when using Oranj. Simply use the word “Joint” to designate the fact that a second person needs to sign the document. The image below shows what this looks like. Just like the Client role, simply type in the word “Joint” with a capital “J” and the number [ 2 ] to designate it as the second signer. Don’t forget to use the menu bar to designate the areas in which the Joint owner needs to sign and/or fill out any text. For firms with protected documents whereby the custodian have already created the signing orders and and tags, this Joint owner role should already be recognized.

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What this designation does is create one additional step for the client or prospect opening or transferring the account whereby the person using the Client Dashboard to open the account will be asked to either add a joint signer or remove the joint sign status like in the image below.

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If they select Add Joint Signer they will be asked to enter the joint signer’s name and email. After the Client has signed the document, the joint owner will be sent the DocuSign envelope and instructed to Sign. This joint owner does not even need access to Oranj to sign this document. The DocuSign envelope gets sent to the joint signer’s email as if it were a regular DocuSign electronic envelope. Once they press Finish, the electronic envelope will be sent to the next signer.

You can repeat the above steps by creating additional business rules for all selected account type: Traditional IRA, Roth IRA, SEP IRA, Simple IRA, Individual Brokerage, Joint Brokerage, UTMA/UGMA, and Trust.

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Once you have completed the tagging and creation of the signing order, you are ready to use the integration with your clients and prospects. Creating these rules provides your clients and prospects with the correct documents to sign and direct where their accounts will be custodied when using their Client Dashboard to open or transfer an account.  

How can I use DocuSign in the Vault?

DocuSign templates can also be shared in a client or prospect’s vault. If a change of address form needs signed, you can send the electronic envelope asking for a signature through Oranj. Any service related document in need of a signature can be shared and executed, saving you and your clients the time it can take to manually sign a document at your office. Where several needed tasks are required to configure DocuSign to work in the account opening and transferring workflows, only signing order and tagging is required for using DocuSign in the vault. Again, be sure that the advisor is activated under the Advisor Permissions in the section. We will review the way advisors use the DocuSign integration with clients and prospects in the vault in a later section.

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