Configuring the Oranj - DocuSign Integration
Welcome to the Oranj-DocuSign integration instructional guide. 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 advisers and their clients seamlessly sign documents electronically within the Oranj platform. By streamlining and automating many documentation processes, advisors 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. With this integration, your clients and prospects can conduct business with their adviser without needing to leave the Oranj application, or interrupting their busy lives to stop by their adviser’s office just to sign paperwork
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 prospective clients 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/prospects
Firm Admins create the business rules that direct their clients with 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. Watch the below video to see firsthand.
To ensure your Oranj-DocuSign integration works as expected, it is highly encouraged you review your current DocuSign setup by logging into DocuSign to make sure that the documents you want available in your Oranj application already reside within your DocuSign Library.
Some custodians already have all your account opening, funding, and service documents uploaded and ready to be shared within your DocuSign Library. Other custodians leave it up to you to upload the documentation you want to use with clients and prospects.
Configuring Your DocuSign
Some custodians will provide a DocuSign account to their advisors. This custodial DocuSign account includes their institutional documentation already configured in the DocuSign Library. However, the library is typically only partially completed. For example, they may include the account opening and client agreement forms but not include some of the 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, add them to your DocuSign Library. Once they are part of the DocuSign Library, you and your fellow advisors have the ability to access them from within the Oranj application. Another common example is a custodian including the ACH Funding form but not the forms for Wire Transfer or Check Deposit. Again, obtain these documents from your custodian and upload them directly to the DocuSign Library. Once they are uploaded to the DocuSign Library, they will be available in the Oranj-DocuSign integration.
There are some custodians that will not configure your DocuSign account at all. Or you may have a DocuSign account independent of your custodial relationship. In this case, you will have to spend time uploading the documents you want to use in Oranj with your clients and prospects. More than likely, these documents already exists in your DocuSign account, requiring no additional configuration.
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
Like all softwares, DocuSign requires the below steps to be followed when making templates and have lots of guides for user who need to learn more. Please refer to DocuSign to learn how to create templates, add tags and managing your account.
Required Configurations Steps
If you have admin abilities in your DocuSign account to edit documents and templates, you will need to customize each form 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 also affords you the opportunity to complete the fields you need to complete before the client signs. Each institution will have different required fields that advisors need to complete before sending to their clients and prospects. Whatever you do, do NOT skip this step. Without reviewing and deciding which fields need to be completed and where signatures need to be placed, it is possible that you will send your client a form without clear instructions.
For firms who have DocuSign through their custodial relationships, documents may be protected and unable to be edited or retagged where not even DocuSign Admins will be able to customize or retag these protected documents. In the case, documents are already tagged and thus, protected by your custodian to ensures that not even DocuSign admins can interrupt or mistakingly edit a documents to such a degree that the custodian cannot accept it. By protecting users from editing and retagging documents, your custodian is ensuring that your clients and prospects correctly complete the document to their policies and compliance requirements. Before you press save, review the signing roles and order. The next section covers how to complete this task.
Recipient Roles and Signer Order
Like tagging documents, some custodians will have recipient roles and signing order preordained and protected. Recipient roles define who is the client, joint owner (if applicable), and advisor/custodial institution in the interaction. This protection also includes the signing order by which the documents need to be signed. The signing order is almost always client, joint owner, and advisor. This ensures the primary client signs first then then the joint owner (if applicable), and finally the custodian where they can review. Typically, as the image above reveals, you will see a back office email in the final roles (advisor receipt role) so that the account opening application is sent to the custodian for back office processing.
Some firms may have unprotected documents where DocuSign Admins need to designate the recipient roles and signer order. To create this process, click Roles to create the roles and signing order. Chose the client role first by entering the word “Client” in the Recipient Role field and the number “1” in the Order box. Do NOT include client specific information in the Email and Name fields. The Email is where you want the electronic envelope will go and the Name to whom it is being sent to. Leaving these spaces blank will ensure the documents can be sent to any given client or prospect using your DocuSign. The signing order itself ensures that the client will get the document first for signing before a copy goes to you or your custodian for back office for processing. The Action column will allow you to designate what actions the client-signer needs to take to properly complete the document. Be sure to select Signer if and when a signature is needed. Without designating the actions, you could mistakenly send a document without any action items, preventing them from completing and signing the document.
The more fully configured your Docusign and the more you know how DocuSign as a separate piece of software works, the greater amount of ease you will have using it as an integration with Oranj.
Set Uping DocuSign in Oranj
Once your DocuSign is configured, setup 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.
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.
Share your existing DocuSign Library so advisors and 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. Search both options to learn where your documents reside.
Custodian Funding Options
This section is where Firm Admins add the custodians and funding options (ACH, Wire, Check) available for clients and prospects for when they use the open and transfer account features, including all the documentation required for each funding option. These funding forms ensure all appropriate forms are signed to authorize withdrawal from the account funding the new account with your custodian(s). You can upload the required documents from your DocuSign Library or upload them from your local computer drive.
One required step is to decide which fields are required to be completed by the client or prospect, including the required signature field, when they are sent to document. As described above, your DocuSign account Admin should have already established these rules. However, if you have Admin abilities in DocuSign, you can use the pencil icon to ignite the document to designate these actions. If you or the DocuSign Admin fails to complete this step then the documents could be sent without any instructions or commands for the client to properly complete the document. If it is the first time a document is being added or if it's being loaded directly from your local computer drive, be sure to tag the document where fields and signatures need to be completed. Also create the same signing order described above whereby the first the first signer is the Client and the second one is you the advisor. The image below shows.
For advisors who need to upload the document from their local computer drive, this document is converted into a Docusign document and will be filed under the My Templates section. If the document requires signature or tagging filling, you will need to add these in first before you start using the integration.
Custom Account Rules
Finally, Firm Admins create the rules that direct clients/prospects to the preferred custodian given the account type they have selected (Traditional IRA, Roth IRA, etc.) and the funding amount they are using to find the new account. 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 by clicking Adding a New Value Range. Another example is 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. Here is an outline of the steps you take:
- Select the dollar amount available for the selected account type
- Select which custodian is available for this dollar amount
- Upload the custodial documents for the selected institution that require signatures from your clients/prospects
- Include the Account Application forms and Client Agreement forms
- Upload the proper documents for both open and transfer options from your Docusign Library or computer
You can repeat the above steps by creating additional business rules for the selected account type, by selecting dollar amounts range. Be sure they documents are tagged before using with clients and prospects by clicking the the pencil icon next to each document. If the document is uploaded from your local computer drive, you will have to tag the document and create the signing order as described in above sections. If you add the document from your DocuSign library and the document is not tagged or lacks a signing order, you can tag and create the signing order here. Once you have completed the tagging and creation of the signing order, you are ready to use the integration with your clients. 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 dashboard to open or transfer an account.
If no business rules are created, your clients and prospects are still able to open and transfer accounts. Rather than doing so through the DocuSign workflow, the client or prospect will be guided through a form in the application where they can include the needed information most custodians require for individuals and households to open accounts, including their banking information needed to fund the new account. Once the user has completed the account opening or transfer process, the advisor is notified of the user’s desire to open an account where they can access the information provided in the form by going to the user’s vault. Here the advisor can review the information and manually enter it into an account opening form. For advisors who have a Laserapp account, they can use Oranj’s integration with Laserapp to automatically put the information into an account opening form. By clicking the alert, Laserapp will open in a new tab where the advisor is able to login to their Laserapp account and place the client’s information into an account opening or transfer form. Once completed, the advisor can then send the account opening document to their custodian to complete the process. You can also click here to watch our support videos explaining this process.
DocuSign templates can also be shared in a client or prospects vault. Where several needed tasks are required to configure DocuSign with Oranj for account opening and transferring, no additional configuration is required for using it in the vault. Just be sure that the advisor is activated under the Advisor Permissions in the Oranj application. 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. To learn how to use the vault with clients and prospects click here.