eSignature (electronic signature) is the ability for anyone to sign a document online with their computer or mobile device. Insurance carriers are required legally to have agents and/or insureds (policyholders) sign applications and forms.
Integrating the ability to eSign documents generated within the quoting workflow allows carriers and agents to automatically track documents while eliminating the manual work of employees that would otherwise prepare and review the documents for signature.
If there is a need to look at who prepared the document, signed it, and when the document was signed, the document can be assessed via logging. Integrating with an eSignature platform will also automatically log all events, changes, and users with a timestamp, so clients don’t have to dig deep to create a digital paper trail.
Enabling and utilizing the eSignature quoting offers the following features:
- eSign quote submission for agent and policyholder(s)
- Create an eSignature envelope with multiple insured signees
- Configure the documents to be included in the eSignature flow
- Attach signed documents to the policy for future reference
- Void/Cancel the signature envelope and resubmit the request
- Display e-Signature status on admin view of the quote
- Signature status on agent view of the quote
- Search policies by signature status on the policy search
- Filter by signature status on policy search
- Send additional Email notifications through DocuSign configuration
- Submit manual policies without completing signatures (Override)
- Monitor e-sign policy lifecycle
DocuSign Overview
BriteCore integrates with DocuSign embedded flow for agent signature. Embedded signing is a signing flow that redirects the agent automatically from BriteCore to a signing session, and then back to BriteCore after signing is completed.
Policyholders will receive an email from DocuSign. The policyholder will follow the prompts within the email to sign and complete the documents.
Throughout the signature process, agents and underwriters will have access to the status of the envelope. Upon completion of the signature process, the signed documents will be displayed in the policy attachments.
How to Integrate with DocuSign
Agent experience with DocuSign
Adoption considerations
eSignature is only available for new business submissions through the agent quote flow. Underwriters do not have access to submit the eSignature request on behalf of the agents.
Agents and underwriters cannot update or submit a quote after submitting the eSignature request until all signatures are completed or the eSignature process is voided.
Prerequisites
Each carrier will own its relationship with DocuSign. BriteCore will connect the carrier with the DocuSign sales team to validate that your existing or new DocuSign contract is adequate based on the new use case. Once the carrier has a DocuSign account, an administrator will need to enable DocuSign through the vendor setting.
Note: BriteCore must submit the client’s request via the partner portal. This connects the carrier with the correct sales team. If the client already has a DocuSign account, BriteCore must still submit via the partner portal for awareness. The sales team will confirm whether the contract is adequate based on the new use case.
Implementing the integration
Details needed prior to enabling:
- What effective date(s), state(s) and policy type(s) does eSignature need to be enabled
- What New business deliverables and forms to include in the envelope per the above
- Which ones need to be signed vs. just viewable?
- Who needs to sign each document – named insured and/or agent?
Enabling Vendor Settings
An administrator with access to the vendor settings page and the carrier’s DocuSign portal will need to perform the following:
- Within the Vendors settings page, select the checkbox next to DocuSign.
- A Pencil will appear next to the checkbox. To complete the vendor enablement, select the pencil for a pop-up box to appear.
- Within the pop-up, select the ‘connect vendor’ button.
- The carrier will use a link provided by this button to grant the BriteCore app permission to act on their behalf.
- That link is generated by the eSignature service when enabled and displayed within the webpage. It is a single-use URL provided by DocuSign.
- The user will click the link, be redirected to a page within DocuSign, click a button within DocuSign, and then be redirected back to the vendor page.
Select Deliverables for Signature
In the pop-up to enable the vendor settings, the admin will select the deliverables required for signing. The Deliverables can be set up by effective date, state, and policy type.
- Select the Effective Date
- Select the State(s)
- Select the Policy Type
- Select the Deliverables
- All stock deliverables, and custom deliverables generated at new business (ex. policy application), related forms and recurring ACH forms can be selected for eSignature through the quote submission process.
- Select Save once finished
Related settings
‘Binding without Insured signature’ Setting: Carriers can choose to allow policies by LOB to be submitted and committed without the insured signing the eSignature documents. With this setting, the policy can be submitted after the agent’s signature has been captured.
Tagging Documents
Within the deliverable options, the admin will need to make sure the signature boxes are added.
- Stock and Custom Deliverables need to have signature boxes with the labels “Agent Signature” or “Producer Signature” to indicate a signature field for the agent to sign, and “Insured Signature” for the insured signature field. This is done while creating the deliverable.
- Custom template deliverables need to use the function “get_docusign_anchor_string” to indicate that the input field is meant for e-signatures.
- Using get_docusign_anchor_string(1) will render a field for the agent to sign.
- Using get_docusign_anchor_string(2) will render a field for the insured to sign.
<div style="color:white">{{ get_docusign_anchor_string(2) }}</div>
Note: Forms are not created by BriteCore dynamically, so they will need to have the text DOCUSIGN_ANCHOR_STRING_1 near the agent signature field and DOCUSIGN_ANCHOR_STRING_2 near the insured signature field when created.
Advance Setting
When the e-signature request has been made, the quote should be locked until all signatures are captured (no changes can be made to the quote including submission). This reduces the risk of agents and insureds signing outdated/inaccurate documents.
Note:To lock the quote, ask your BriteCore representative to update the lock-wizard-on-review-state setting needs to be updated to include PENDING_E_SIGNATURE in the key. IE: {“enabled”: “true”, “states”: [“PENDING_E_SIGNATURE”], “step”: “review_status”}