A Division of Health Care Service Corporation, a Mutual Legal Reserve Company,
an Independent Licensee of the Blue Cross and Blue Shield Association
DocuSign Reference
Guide:
Obtain Paperwork via
DocuSign and Import
Data into the ACA
Enrollment Tool
July 2019
2
• Before You Start (Page 3)
• DocuSign Concepts and Terminologies (Page 4)
• Overview of the DocuSign Process (Page 5)
• Accessing and Completing the DocuSign Paperwork (Page 7)
• Importing DocuSign Data into the ACA Enrollment Tool (Page 19)
• Attaching the DocuSign PDFs into the ACA Enrollment Tool (Page 21)
• Submitting Changes After the DocuSign Data has been Imported (Page 23)
• DocuSign Features (Page 25)
– “In Process” Watermark
– Decline to Sign DocuSign Paperwork
– DocuSign E-mail URL Link Expires
– Adopt A Signature
• Reporting Issues (Page 31)
• Appendix (Page 33)
Table of Contents
DOCUSIGN | REFERENCE GUIDE
3
• Chrome is the preferred browser for DocuSign.
–Internet Explorer 11 and higher can be used.
• Internet Explorer10 and prior versions are not supported by DocuSign.
• For DocuSign Import to be successful:
–The Enrollment Package, with the Sign Now link on Blue Access for Producers
SM
should be used.
–Entire Producer ID Number, including leading zeros, should be entered on the BPA
–DocuSign Envelopes will need to be reviewed, completed and signed by all parties.
–Import will fail if Print & Sign option is used in DocuSign by any one of the parties/signers.
Before You Start
DOCUSIGN | REFERENCE GUIDE
4
DocuSign Concepts and Terminologies
DOCUSIGN | REFERENCE GUIDE
Envelope - A DocuSign envelope is a container, used in sending one or more
documents to recipient(s) for signature using the DocuSign system. Each
document has multiple pages.
Tag - A DocuSign tag is an interactive field. Tags can be placed on a
document to indicate required fields or actions; a tag can prompt a signer to
enter specific information, or initial in a particular location. Placing tags on a
document guides the signer through the signing experience.
Reminder – A reminder is an email notification sent to signer(s) automatically
by the system. When reminders are enabled, you specify when and how
often to send email notifications.
Expirations - By default, all envelopes that are in process will expire if the
recipient(s) does not complete the envelope. Expiration is configured by
HCSC. When a document expires, the status changes to Voided and it can no
longer be viewed or signed by recipients.
Template – A DocuSign Template is a standard document, with set recipient
roles, signing tabs and information fields. Templates can also contain the
signing instructions for the document and any signature attachments.
Templates help streamline the sending process when you frequently send the
same or similar documents.
PowerForm – Referred to as Web PowerForm, utilizes DocuSign Template
and can be distributed via email or the web with a unique, secure URL
automatically generated by the DocuSign system.
5
Overview of the DocuSign (DS) Paperwork and
Importing into the ACA Enrollment Tool Process
DOCUSIGN | REFERENCE GUIDE
Accessing and Completing the
DocuSign Paperwork
7
Accessing the PowerForms
DOCUSIGN | REFERENCE GUIDE
Accessing the PowerForm
- Within the Downloadable Forms on
Blue Access for Producers Portal,
locate the Enrollment Package.
- To electronically complete and sign
the form, select Sign Now digital
link.
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Accessing the PowerForms
DOCUSIGN | REFERENCE GUIDE
Entering Recipient’s Information
- Enter the full name and e-mail address of the
recipient(s) of the envelope.
- Verify that the typed in e-mail addresses
are correct before proceeding.
- Click Begin Signing to access the DocuSign
Paperwork.
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Accessing the PowerForms
DOCUSIGN | REFERENCE GUIDE
Agree to Electronically Sign
- Review and agree to the
Electronic Records and
Signature Disclosure.
- Select CONTINUE to start the
signing process.
10
Completing the PowerForm – Agent/Producer
DOCUSIGN | REFERENCE GUIDE
PowerForm Completion
- The Agent/Producer has the ability
to fill out as much of the
paperwork as they wish or they
can send the DocuSign Envelope to
the Group for completion.
- Select FINISH to complete the form
and send the DocuSign paperwork
to the Group.
Note: If FINISH button is not clicked
and “X” is clicked to close then the
DocuSign paperwork will not move
forward to the Group and a new
PowerForm will need to be submitted
again.
11
Complete and Sign DocuSign Envelope - Group
DOCUSIGN | REFERENCE GUIDE
Complete & Sign DocuSign Paperwork
- When DocuSign e-mail is received from DocuSign, click
on REVIEW DOCUMENTS to display DocuSign
Documents.
- Complete filling out information.
- Note: Required fields are bordered in RED.
- Click FINISH to complete signing and to send the
paperwork onto the Producer.
Important:
- Within the OTHER ACTIONS button, the Group
can select Finish Later to save entered
information and return at a later time.
- Additionally, if the DocuSign envelope is no
longer needed, the Group can Decline to Sign.
Note: The REVIEW DOCUMENTS link will expire within 48
hours or five clicks and a new DocuSign email with a new
link will be systematically sent by DocuSign.
12
Complete and Sign DocuSign Envelope - Producer
DOCUSIGN | REFERENCE GUIDE
Complete & Sign DocuSign Paperwork
- After the Group contact completes and signs the DocuSign
paperwork, the Producer receives the DocuSign Envelope
for review, via e-mail.
- Clicks Review Documents to access documents.
- Verifies and completes the Producer Statement.
Important: When entering the Producer
Number please confirm that it is identical to
the Producer Number used to login to the
ACA Enrollment Tool, including any leading
zeros.
- The Producer has the option to Finish Later by
clicking the OTHER ACTIONS dropdown.
- To return to the documents to complete, the
Producer will open the DocuSign e-mail and
click REVIEW DOCUMENTS.
- Producer clicks FINISH when they have completed
reviewing and signing.
- If the Producer is working with a General Agent (GA), the
DocuSign Envelope will go to the GA. If there is no GA, the
DocuSign Envelope will be completed at this time.
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Complete and Sign DocuSign Envelope – General Agent
DOCUSIGN | REFERENCE GUIDE
Complete & Sign DocuSign Paperwork
- If there is a GA involved, they will receive the
DocuSign Envelope after the Producer has reviewed
and signed.
- Clicks REVIEW DOCUMENTS in the DocuSign e-mail to
access documents.
- Verifies and completes the DocuSign Envelope by
clicking FINISH.
- The DocuSign Envelope is completed at this point. The
DocuSign data is locked in and cannot be edited.
- The DocuSign system sends “Completed” e-mail
to all signers.
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Downloading the DocuSign Documents
DOCUSIGN | REFERENCE GUIDE
Download Completed and Signed
DocuSign Document
- When completed e-mail is received
from DocuSign, click on REVIEW
DOCUMENTS to display DocuSign
Documents.
- From the DocuSign Document click
the down arrow icon ( ), to
download PDFs.
- Select ‘Separate PDFs’ so that each
individual PDF can be attached in
the Enrollment Tool.
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Downloading the DocuSign Documents
DOCUSIGN | REFERENCE GUIDE
Download Completed and Signed
DocuSign Document
- Click on the down arrow, by the
Save button and select Save and
Open from the dropdown list.
- The DocuSign Documents download
as a zip file.
- The File Manager displays the
PDFs within the downloaded zip
file.
- Unzip the downloaded zip file and
save in an existing folder or create
a new folder and then save the
document.
Importing DocuSign Data into the
ACA Enrollment Tool
17
Importing Data into the ACA Enrollment Tool
DOCUSIGN | REFERENCE GUIDE
In the ACA Enrollment Tool use the completed
and signed DocuSign Envelope to import the
DocuSign data.
- In the ACA Enrollment Tool, on the Account
Information page, the DocuSign Envelope
ID should be placed within the DocuSign
Envelope ID field.
- DocuSign Envelope ID can be located
on the bottom right hand corner of
the BPA.
- Once the DocuSign Envelope has been
copied and pasted into this field, proceed
by clicking the Import button.
- A confirmation message will display, with
Preview of DocuSign Envelope.
- Click the Ok button to proceed with
importing the DocuSign data.
- DocuSign data auto populates into the
appropriate fields.
- Verify the imported data.
- Complete fields that do not auto populate.
Attaching the DocuSign PDFs into
the ACA Enrollment Tool
19
Attaching DocuSign Documents into the ACA
Enrollment Tool
DOCUSIGN | REFERENCE GUIDE
- Within the Release for Enrollment activity of
the ACA Enrollment Tool, click the
View/Attach Documents button.
- The Attachments popup box displays.
Proceed by clicking the Browse… button to
locate and select the DocuSign PDFs to be
attached.
- Once a document has been selected, select
the appropriate Document Type from the
dropdown and click Attach File.
Submitting Changes After the
DocuSign Data has been Imported
21
Submitting Changes after the DocuSign Data has
been Imported into the ACA Enrollment Tool
DOCUSIGN | REFERENCE GUIDE
Important:
- DocuSign Import feature should not be used for importing data a second time, doing so will wipe out all
existing data, including the following:
- DocuSign Data that was imported the first time.
- Any information that was manually entered or selected.
- Census Information
- Minor changes can be made manually within the ACA Enrollment Tool, as needed. In addition, any
revised completed and signed DocuSign documents can be attached within the ACA Enrollment Tool.
- For any major changes a new DocuSign Envelope can be initiated, however this will require all
DocuSign steps and signing to be completed again.
DocuSign Features
25
“In Process” DocuSign Document
DOCUSIGN | REFERENCE GUIDE
“In Process” – DocuSign Document
- In case a DocuSign PDF is downloaded,
prior to being completed and signed,
there will be an “In Process” watermark
displayed, diagonally on the center of
the page.
- “In Process” DocuSign PDFs should not
be attached in the Enrollment Tool.
- The “In Process” watermark will not
display on signed and completed
DocuSign PDFs.
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Signing Option “Decline to Sign”
DOCUSIGN | REFERENCE GUIDE
Decline to Sign
If a DocuSign document no longer needs to be
completed and signed, user should select the ‘Decline
to Sign’ option, from the dropdown.
- Reopen the document from the DocuSign e-mail
by clicking on REVIEW DOCUMENTS.
- Click the OTHER ACTTONS dropdown.
- Select DECLINE TO SIGN.
- A ‘Caution’ message will display, proceed by
clicking on CONTINUE.
- ‘Decline to Sign’ message displays, with text
box. User should explain reason for declining to
sign the document, in the text box.
- Finally click DECLINE TO SIGN.
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Signing Option “Finish Later”
DOCUSIGN | REFERENCE GUIDE
Finish Later
- Click on the OTHER ACTIONS dropdown.
- Select Finish Later to save the document
and complete the form, at a later time.
- Reopen the document from the DocuSign e-
mail, by clicking on the REVIEW
DOCUMENTS BUTTON.
- Continue completing and signing the
document.
Note: DocuSign system will send a reminder e-
mail if the envelope is incomplete. Envelope will
be systematically voided if not signed by all
parties within 30 days.
26
Review Documents Link in DocuSign E-mail
Expires
DOCUSIGN | REFERENCE GUIDE
Review Documents URL link in DocuSign email
expires after 5 clicks or 48 hours from the time
the email is sent. DocuSign system will
automatically send a new email with a new link.
- Within the DocuSign e-mail, click REVIEW
DOCUMENTS.
- If the Review Documents URL link has
expired, a message will display.
- To request a new link, click the SEND NEW
LINK button within the message.
- DocuSign system will generate a new e-mail
with a new REVIEW DOCUMENTS link.
Note: Always use the most current DocuSign e-
mail to access the DocuSign paperwork.
27
Adopt a Signature
DOCUSIGN | REFERENCE GUIDE
Adopting Your Signature
- After Selecting the SIGN tag, signer
will be presented with an “Adopt
Your Signature” pop-up window, to
adopt a signature.
- Select the ADOPT AND SIGN
button, to adopt and save your
signature information
Selecting Signature Style
- Select Style Type to select from
pre-defined signature layouts.
- Select ADOPT AND SIGN to
adopt the signature style.
Drawing Your Signature
- Select Draw to draw your desired
signature in the box.
- Select ADOPT AND SIGN to adopt
the drawn signature.
Reporting Issues
29
Reporting Issues
DOCUSIGN | REFERENCE GUIDE
- For technical issues with the ACA Enrollment Tool, please contact our ITG Service Center at 888-706-
0583
- If there are any questions regarding any of the information within the User Manual or the DocuSign
Data Import process, Please feel free to email us at ACASmallGroupEnrollmentSupport@bcbsil.com
.
- Within the e-mail please include the following:
- DocuSign Data Import on the subject line.
- DocuSign Envelope ID in the body of the e-mail.
- Screenshot (If possible and applicable)
Appendix
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For additional information please see the
Group, Training & Admin section on Blue
Access for Producers.
A Division of Health Care Service Corporation, a Mutual Legal Reserve Company,
an Independent Licensee of the Blue Cross and Blue Shield Association
