FAQs: For Preparing and Making Changes to Packages

 
Your Guide to Success using Agreement Express:
Administrator FAQ Guide
 

1. AEx Publisher & Company Administrator FAQs
   A. Navigating the Workspace
   B. Making changes to Transactions
   

 

 Section IA.

AEx Publisher & Company Administrator FAQs - Navigating the Workspace

• What is a transaction? What is the difference between a Transaction and a Case?
  
  Transaction: A Transaction represents one individual form with a set of signatures on it. AEX calls this a Transaction.
  
  Case: A Case consists of one or more Transactions. There can be multiple Transactions in a Case, but a Case can also contain only one Transaction. The completion of a full Case is what triggers a call to the API to send the case to the appropriate Custodian. A publisher will be able to view all transactions in flight either by Case or individual Transaction.
  
  
• In the Workspace, what does each status mean?

Draft:  A Transaction has been prepared but not sent to an end-user. This is a Transaction that has not been published.

Sent/Open: A Transaction has been published and sent out to an end-user for signing.

Active:  A Transaction has been sent and viewed and/or signed by at least one account owner.

Done: All signatures and approvals on the Transaction have been completed.

Cancelled: This Transaction has been cancelled. The link is still active to the end-user but when clicked on, the document will open to a blank page that indicates “this document has been cancelled”. In this scenario, the data will not be recoverable by the end client and they will be unable to obtain any of the data contained within the cancelled transaction.

Common Scenario: I don’t know if the Transaction package was sent to my client. If the Transaction is still in Draft, then it has not been sent.

• What is the difference between being assigned to a Work Group or to a Team?

Work Groups: A collaboration tool that allows multiple publishers and company admins to view and work collaboratively on individual transactions.

Teams: Serves two functions:

Function 1) Admin tool: You can create a Team to track and report transactions by each team

Function 2) Department/Team signature: If you have a department signature as part of the workflow, this department is found under Teams. Any publisher or company administrator can be added to a team. Once an individual is part of a team,  they will be able to sign on behalf of this department/ team.

Common scenario, Work Group: An Assistant initiates a transaction, the assistant  can assign that transaction to a Work Group and whoever is part of the workgroup will have access to edit and send the assigned transaction as needed.

Common scenario, Team: A Company Admin would like to compare transaction activity between two offices. The Company Admin can set up two teams and add Publishers from each office to their respective team.

• What do specific users have access to within AEx?

User: This user role can NOT sign into Agreement Express directly. A user can only sign agreements.  They will need to register their signature by providing their email address and cell phone or landline number in order to sign.

Publisher: This user role can log directly into Agreement Express. A Publisher has access to the transactions they have published as well as any transactions part of a shared Work Group.

Company Administrator: This user role can log directly into Agreement Express. A Company Administrator can add/edit users and publishers, view all Transactions created under the company, and edit and add Work Groups.

• I am a member of the compliance team. How do I know if there is something pending compliance’s signature/sign-off?
  

Answer: In your workspace, filter by Ready to Sign.

Step 1) Go to Compliance (or equivalent) under Teams

Step 2) Under Viewing select “Ready to Sign”

• How can I tell who is left to sign my package?

Answer: Expanding the transaction line, or expanding the transaction to see the timeline which will display the next user to sign.

 

Method 1

Step 1) Open the case, if applicable. If not, skip to Step 2

Step 2) Expand one of the transactions

 

Method 2

Step 1) Open the case, if applicable. If not, skip to Step 2

Step 2) Expand one of the transactions

Step 3) Select the Clock Icon on the top right

 

 

 

In this case, level 1 has signed but level 2 (authorized rep) and level 3 are still pending.

Section IB.

AEx Publisher & Company Administrator FAQs - Making Changes to Transactions

• Can I add an attachment to the document prior to sending it out to my end client?
  Answer: Yes, an attachment can be added to a document package prior to sending by utilizing the attachment feature.
  
  SEE Video Below for a Step by Step Guide to ADDING an ATTACHMENT to a transaction:
  
  
  
  
• Can I add or delete a document after the package has been created and/or sent?

Answer: Varies depending on the status of the Transaction.

If the Transaction is in Draft Status.

• Custodian account applications cannot be added or removed.
• Optional forms can be added or removed by editing the Transaction. This will take you back to the landing page where you can select or deselect optional forms.

 

If the transaction is in Sent/Active Status.

• Optional forms, rewind the transaction, and follow the step listed above.
• Custodian account applications cannot be added. The Publisher can cancel a transaction to remove it from the packet.
• SEE Video Below for a Step by Step Guide to ALTERING a transaction:
  
  
  

To eliminate having to re-do the package, users can Copy the data already inputted to a new set of documents by selecting;

Step 1) On the transaction line, select the 3-dot menu.

Step 2) Select Copy Data to: New Transaction

Step 3) Select the forms that you want to to copy the data to.

SEE Video Below for a Step by Step Guide to COPYING a transaction:

• My client signed the application but they made an error while completing it. What can I do?

Answer: Rewind the transaction

Rewind back to Draft: this will allow the Publisher aka Initiator to make the changes to the signing document on behalf of their client and resend the package to their client for signature. Please note that your client will need to re-sign all applicable documents in the package

 

 

SEE Video here on how to REWIND a transaction:

 

• I used the wrong email address for my client. How do I fix it?

Answer: Use the Change Signer feature (Method can vary depending on the transaction set-up)

Method 1

Step 1) Open the case, if applicable. If not, skip to Step 2

Step 2) Expand one of the transactions

Step 3) Select the 3-dot menu and choose Change Signer

Step 4) Update the From and To email and Resend

 

 

SEE Video here on how to use the CHANGE SIGNER feature:


Method 2

Step 1) Open the case, if applicable. If not, skip to Step 2

Step 2) Expand one of the transactions

Step 3) Select the Change Signer icon (two arrows)

SEE Video here on another way to access the CHANGE SIGNER feature:

• My client forgot to add their ID information. What’s the best way to communicate this to them and add the ID document to the transaction?

Answer:  Utilize the Correspondence Feature

 

Step 1) Open the signing package

Step 2) Select the 3-dot menu and then the comments icon

Step 3) Select the Correspondence tab and write your request

 

Your client will receive an email with a link to add the attachments. Once the attachments have been added, the sender will receive a notification. The attachments will now be part of the package under the paperclip icon.