What is DocuSign?

DocuSign is e-signature software that’s embedded in Sun Life Onboard to capture form signatures. Sun Life Onboard uses DocuSign to digitally collect requirements and eSignatures. This technology provides automated data validation to simplify the implementation experience.

In this article, you’ll learn the basics of how to use DocuSign with Onboard:

• What onboarding forms you can expect in Onboard
• DocuSign roles
• Navigating the envelope
• Important options under "Other Actions"
• Steps to signing
• Acknowledging edits after you've signed 

What onboarding forms you can expect in Onboard

You can review any information or forms that you’ll need to complete in depth with your Implementation Consultant on your Implementation Kickoff Call. You and your broker will need to complete your company information in Onboard and then may need to sign any required forms in Sun Life Onboard via DocuSign as part of your onboarding.

The information and forms you see in Onboard are customized based on your group and benefits, but could include:

• Employer Information Form
• W-2 and/or Federal Insurance Contributions Act (FICA) forms
• Summary Plan Description
• Application
• Service agreement

You'll see the helpful guidance on using DocuSign in this article but can reach out to your implementation consultant if you need technical help when completing any forms through DocuSign.

You can also learn more about the type of company information collected in Onboard >>

DocuSign roles

There are different roles team members may have when it comes to accessing and signing forms with DocuSign:

• A Signer is someone who has the ability to sign the forms within DocuSign electronically.
• An Editor is someone who would have access to the information needed to fill out the required fields in DocuSign.
  • For example, an HR Administrator may have an editor role to fill out the form fields, whereas the CEO has a signer role just to sign off on the forms when they are completed.
• An Outside Signer is someone who needs to sign a given form, but does not have an Onboard account. They will receive an email directly from DocuSign to sign the form.

Navigating the envelope  

From the Sun Life Onboard dashboard, you should be able to see and select View/Edit Form. When you are sent paperwork for your electronic signature via DocuSign, the status of the form will change as you can see in the image below:

To navigate within any documents, once you enter DocuSign, select the paper icon on the top right to open thumbnails. 

• Pages with a green checkmark are fully completed. 
• Pages with a yellow marker require attention. 

Important options under “Other Actions”  

Within the Other Actions dropdown on the upper right-hand corner of the document, there are a few useful actions available to you.  

• Finish Later
  • This option allows you to exit the signing process, saving any information you have entered. You can return to finish signing the document later by using the link in the original email notification you received.  
    • For example, if you do not have all the information you need to sign and complete the paperwork, you can select Finish Later.
• Assign to Someone Else 
  • If you need someone else to complete a field on a form in DocuSign, your Implementation Consultant can do that for you by assigning a different signer.
  • The Implementation Consultant will need to add a brand new signer if they weren’t made a signer from the beginning.

Steps to signing  

• Step 1: Agree to sign electronically 
  • Review the consumer disclosure and select the checkbox “I agree to use Electronic Records and Signatures”. Select Continue to begin the signing process. 
• Step 2: Start the signing process 
  • Select the Start tag on the left navigation to begin the signing process. The tag will guide you through any required fields throughout the implementation documents. When you arrive at a signature field that requires your electronic signature, select the Sign tag. You are then asked to Adopt Your Signature
  • Validate that your name, initials, and signature are correct. 
• Step 3: Save your signature
  • Select Adopt and Sign to adopt and save your signature information and return to the document.  
• Step 4: Confirm signature 
  • When you finish selecting all signature tags and fill in all required fields in the document, confirm signing by selecting Finish. 
    • If there are required fields that aren’t completed, selecting Finish will direct you to those fields. 

At this point, a message appears stating that you have completed your document. You can now download a PDF copy or print a copy of the document. Once all receipts have signed, you will receive an email notification.  

Acknowledging edits after you've signed 

If a recipient makes edits to the documents after you have signed, you'll be notified via email that a change has occurred and your sign off is required. Here is the workflow you can expect to see:  

• Step 1: Use the auto-navigation tool located on the left side of the screen to guide you through the required fields. 
  • This will lead you to the field where the value has changed, and an initial signature tag is required. 
• Step 2: Select the signature tag and your initials will populate. 
• Step 3: When you finish selecting all required signature tags, confirm signature by clicking Finish.