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excited to begin the NAU country connection webinar series the series is designed to keep us up-to-date on the relevant topics in conjunction with the cropping trailer cycle today today's webinar we're going to kick off a series of webinars to focus on working remotely centered around the safety and security and creating agency efficiencies with the covered 19 pandemic we want to ensure that all of our agents are are safe and just as important as our edges of the producers they serve a lot of those producers as you will know we're are in the for age category and at high risk so we want to make sure we're doing our part to keep everyone safe during this these troubling times just as important with the safety we want to make sure their data is secure we can't just be sending unsecure documents back and forth with all their their important data so we're going to focus on that and then you know all the tools that we are designing are to create agency efficiencies if you're in 71 copa90 what will emerge or what the new normal will be after the pandemic is over all of you probably know producers of that are up there in age and they're all looming their grandkids so we want to raise us to be positioned well positioned to take advantage of the shifting technology and communication advance with that being said I'll turn it over to Adam and we'll have some other instructions on the webinar and we'll get started Adam for years thanks a lot Jeff like Jeff said my name is Adam Flynn I work here with any you within the our IT department and today we're gonna start off these series of webinars with kind of a baseline which will then build from with each webinar going forward and so today we're going to start with just looking at to utilize our esign process you'll notice I am recording this we are going to upload these videos to a new playlist that we're gonna create on our YouTube channel and that way you can view this and reference these calls anytime during the future also we I do have everyone on mute today reason for that is it's just because we do have quite a bit of participants which is great and awesome to see but just because of the the issue with feedback and things like that are actually going to keep everyone on mute today if you do have any questions you can certainly utilize the chat which you can see is going have a couple messages there already as well if you have any questions later on down the road what we really also want to achieve today is to drive any questions to your marking reps and or underwriters they're all chomping at the bit they certainly help you guys out and support you in any way they can and so any questions you may have we would really like to see those going to your Markey reps and underwriters they've all seen this before and are very familiar with how it works so with that being said we'll go and just jump right in and take a look at our East sign process well you should see here yeah I am sharing my screen is easy rider' Pro and from within each runner Pro is where our East sign process lives and what I mean by that is is the document that you wanted you to or you know send has to be generated from within each writer pearl from within each writer Pro you can do this three different ways you can either do it through batch printing which is located here on the documents drop-down first option there you can do it from the commit process so if we were to go into a policy say report production and then commit that policy you would have the option to select to add a new document and you can create do utilize the e process there what we're gonna do today is just for simplicity sake is that you can go through the document manager you can find the document manager by selecting this documents tab from within the policy so it's different from this documents from within the policy select documents tab and then that first large icon right there policy documents this is gonna bring out what we call the document manager and this is again where the third way you can utilize our assign process all three that being batch printing commit process document manager all are the exact same steps the only difference is where are you going to initiate the process obviously being the three different spots there so for today like I said we use document manager and I'm just gonna go ahead and select it add a new document to do that I'm just gonna select this little button here I have highlighted will bring up most likely a familiar screen which is the add policy documents window this window you would see began whether a through batch printing commit process or obviously here the document manager today we're gonna use the APH report as an example mostly just because that's the most up-and-coming deadlines coming with the production forty deadline for spring crops here so we're gonna go ahead and just utilize in APH report that being said any document that you can generate from within this list can use the same process so you can see there a pretty good-sized list we're just gonna stick with the the actual production history database report and just select the Add button here bring it down to this grid here actually quite started the esight process as you can see here but I simply wanted to call that out there just based on whatever document you are gonna send via e-sign you're always gonna still get the same document options you would get applicable for that report or document if this will say an application we would see a different list of document options for the APH report this is what we're provided here and you can see I can scroll down and see all those different checkboxes cities sake I'm not gonna worry about that because it's not gonna really affect the actual esign side of this I just wanted to simply called out that these options will always be available to you regardless of what document you're using we'll go ahead and select next which will then bring me to this screen here you can see we have always had the add to queue print now now you'll see we also have send to e sign just select that right now so these are called radio buttons and then we'll go ahead and hit finish from here we're gonna quickly work on our signers now I don't want to say maybe as high as nine out of ten times but it could be that high you do not even need to worry about this you can just go ahead and just click Next and skip right through I'm gonna take a little bit of time here I'm just gonna quickly show what we're looking at you see what I'm gonna do like I said more times than not you only have to worry about this you can just click right into the next screen but what we're actually looking at here is the the signers that are going to be signing this document in this case my agent and I'll play the part of both agent in and share today but the agent and the policyholder real quickly just break down kind of what we're actually looking at you can see it's gonna reference the policy document we've selected there's our any pH report and then our signers in this case John Doe my insured and mr. gene Grimsley one of our mercury reps is gonna be our agent today now say you can most the time you're gonna skip through this is that you're most likely already have the appropriate cell phone number and email address for both signers I'm gonna show you real quickly how to go ahead and edit that which is real simple you can see the each signer has a green pencil sign if I were to select this for the for John Doe you can see you can edit that information here now the reason why we need this cell phone number he will see here a little bit later but it's part of the security process of this since to make sure that no documents are being sent to the wrong person basically that the who you want to receive this document is in fact receiving it so we'll kind of look at this little bit later but here are the two required pieces of information we need the email address and the cell so for John Doe this is actually correct I don't need to edit anything Jean my agent I am actually gonna edit this email cuz I don't want it to go to Jean I want to go to me real quickly sent just change his email address just a cell phone number to also come to me as well notice just below the the checkbox synch changes to entity I'm actually gonna deselect this because I do not want to actually change within each router Pro mr. genes information here I wanted to obviously utilize his email and cell phone going forward so I'm gonna deselect that but that's what this option will do is it'll actually sync whatever changes you made here that entity that person from here we are good to go in regards to the actual document that we're working with some situations you may need to add an additional signer partnerships or you know LLC's things like that if you need to you'll see just below or excuse me above the two signers we have currently listed I can select create new from here you can see you can key in first middle name last name email and cell if I order for example change this just to my name hit OK I will get an error message saying that we do need that email and cell phone so you're gonna you'll get a little validation error asking you to fill in that required information there do the rest of it but you can see that's how you can create a signer for the applicable document this is also where you may need to adjust for different policy types in regards to signing requirements this policies are just an individual policy mr. John Doe so there are no signing requirements but let's say for example it's John Doe farms LLC obviously for all of our agents and even underwriters and maybe on the call we know that John Doe farms LLC can't be just signed as John Doe it needs to be John Doe farms LLC by John Doe so in that case I'll be the first admit this is a bit of a workaround we're already working on getting this so it's a little more flows a little more smoothly but in that example what we would need to do if utilizing the last name field there he in the John Doe LLC for the first name this is where we would do C here and I'm just gonna real quickly just key in my own email one more time if I were to actually utilize this signer that's how the the the Sunda signature will appear on my document I'm just gonna bring this back full circle like I said we spent we've more times than not you'll skip right through this because you're gonna have your agent obviously already there yeah as a signature signer along with your insured I've spent quite a bit of time here which does make it feel like this process is getting long again 9 10 you're gonna skip right through this and once you do have the information in there and you've synced it to the entity you won't have to worry about this any longer I'm getting a little bit of beeping I'm not sure myself like I can see who it is let me just real quickly this person so back to the signers here again we spent a little bit of time here brick just kind of looking at what's all available here more times than not you already already you have to sell an email in you would just skip right to next I'm go ahead and actually delete this signer because we don't need it for today we just need our insured and our agent go ahead next and it'll bring us to the actual document from here I'm familiar with the 88 resume most of you are as well I'm just gonna jump right down to the last page because that's where I know the signature fields are here you can see over on the left hand side we have our two signers that we've selected from the prior screen John Doe mr. Jean so I'll start with with John Doe I've highlighted him I'm gonna click the signature box you can see there these are stamped make my agent signature now place that there as well also notice below signature we also have checkboxes so let's say the application is a good example with the six questions they have to answer if you need to put checkbox there you would simply just highlight the insured and select a checkbox and you can click this I'll just use these two as an example you can see I'm adding checkboxes where I need to by accident you inadvertently click somewhere you can see I've just added a checkbox there I don't want to do that you can tell it's highlighted by the four corners there if I need to remove that top here you can either remove all which remove all everything we've done so far or if I just remove selected you can see it takes that checkbox off so from here I'm good to go I didn't need to do these checkboxes just wanted to show you that normally if this is an APH report I just slept the day and signature signature an agent signature on there I will go ahead and select finish a little confirmation message and we are ready to move on to the next step which is receiving emails go ahead and select ok there and then just actually close that down for now I already did this earlier this morning so I already have an email ready I real quickly just want to show you guys before I jump into those emails back on the dashboard the key activities here the key activities quadrants till we call each one of these sections here quadrants notice we now have a sign section if I select that see the list of your policyholders already what you can applicable see listed out here for you to track I have the NAU country training agency they said and I just did this you can see it was all created today just to build the list just to get a bit of a larger list for you guys to see but this would obviously be a representative your book your policyholders and what you're actually working on in addition to this screen here you can also either just double click anywhere in this grid click the full dashboard link alt will bring you to this section there here's that email we just got that we just created together here you can then select the different in this case it's all John Doe but different policy holders for you see where we're at in regards to the status in this case all of them are going to be waiting for signatures just being the one we just did no more than two minutes ago so with that being said what I'm gonna do now is I'm gonna actually go first play part insured I'm actually going to bring over my personal email to the screen here so I'll give that a second should see here shortly there it is this is the email that we just sent ourselves again no more than two minutes ago I have too many emails and it's just taking a little bit longer than show up so this is what the email your policyholders will see for the just in case it's hard to see with me sharing my screen I'm just gonna real quickly read you the actual email it says hi a new country insurance company requests your city Chur on the e sign policy number listed there document package prior assigning we ask that you review the document for accuracy report any corrections to your agent it's like the blue body this being again playing the part of policyholder I'm gonna select go to documents brought to this screen here if you recall I mentioned the cell phone the cell phone number this is why we want to make sure that in this case John Doe is in fact the person that should be getting this email when I selected that blue button I had just gotten a text message providing me this SMS code it's almost immediate my second hit that blue button my phone started vibrating and it's just gonna give me the code that I need or accessing this document again the reason we wanted to do that is really to protect yourselves in your policyholder if you want to make sure that the right person is getting this document keyed that in just a quick disclaimer we can just scroll down to the bottom and select accept and we have our document and we can begin to sign now the ap8 report obviously i've used a pretty simple document for today it only asked for one signature from the insured in the case where there may be multiple signatures or something of that nature and you want to make sure the insured is seeing all those different points i want to focus on this button right here which is gonna simply bring the user in this case john doe do the next applicable signature field in this case we only put one and that's why we were after seeing the number one there this helps with just getting you right down to where you need to sign the actual document click there you can see there it's gonna give me a confirmation and is the insured signed my document now I'll be honest I kind of ignored my message there I didn't review anything but for today's example I know that this APH report is good to go completing signing this document I am the insured then could print save do whatever they like with this report this time just be aware though as of right now the insurance only seeing his signature he will he or she will get the opportunity to see both here very shortly the signature piece works from a computer whether it's yourself does the agent or the insured the process is going to be the exact same for both you whether it's on a computer or I'm actually gonna just just use this opportunity to show you how easy it is from doing it from a iPad or your phone real quickly just share my iPad should be seen there shortly I'm going to select that top email there and you can see here this is what you as agents would receive again I'm going to select the blue button we're all looking I pad here and again my phone just vibrated with my code like I said exactly the same for agents and insurance oops let me just punch in this it's like before except this is the disclaimer so I'll scroll down and select accept again just to remind you I'm now playing part of agent notice here we have the exact same button we did from the computer this is all on my iPad I'll select that beat me to the punch he got to it sign firstly I'm already seeing his so I go ahead and just tap that area for as the agent okay and I have now completed my part as the agent you can see here you have the ability also to download this document and the reason that options available to us now is because both myself playing part of Aging in insured have signed this document real quickly it closed down my iPad that email right there you can see I just got another email a little bit smaller sorry about that this email came to my my obviously my work email but then I work emails what I used for playing the part of agent and you can see there ID says everyone signed the document you can click this blue button to now download the completed document that's the actual functional side of the e-sign process us real quickly just jump back in each writer pro and i want to take a look at one more thing we're back in the john doe's policy here policy editor i'm gonna go back into the document manager where we started this whole process and i reason i want to do that is i want to real quickly just take a look at this load scan documents this what we're gonna to look at is actually probably gonna be a couple days old don't do this to me now accidentally double clicked it so we'll use will use the APH report i did back in april night this these are all different east signs i did the reason i wanted to show you guys this is that if you didn't for example from that email i showed just two seconds ago you know download it from here or or save it or whatever the case may be you always have access to these documents we've done using assign the document manager you select lee that load scan documents link so in this case i did an 88 and a ph report back on april 9th if I click that just double click it make this a little larger for everyone I'm gonna zoom in just a little bit if I scroll down to the bottom you can see there that the references the actual signatures so this was actually done in April 9th and it's in the policies document manager in addition to the actual document we were working on each one of these is creating what we call an evidence file these evidence files basically just track me make this larger for everyone one more time they basically track everything that took place with that document to include who was involved the actual recipients I scroll down here I'll just try to go slower so just you can see everything here's all the different things that took place with that document they were viewed when it was confirmed when it was clicked the sign when the text message was sent everything everything is tracked and recorded again that's part of the security force ID of this is that we make sure that what was supposed to happen with that document between you and your insurer did in fact take place so each one of these esign procedures will create this evidence file close that real quick last but not least and the reason I'm using these older reports is just because it takes a little bit to work through the the workflow what we call it here at NAU but in a probably you know five ten minutes which will be after we've already ended this call most likely we would then see a request to me annotate the shared content apologize I'm not sure what that's going to do so I'm going to decline that for now within five to ten minutes we would see the aph report we just did here and I just didn't want to wait for that to happen not least I also wanted to real quickly bounce back into the dashboard and if I refreshed so this is that when we just did refresh it it's obviously gonna change to the new status of importing and that's what I mean by it showing up in the document manager under that load scan document once this is done you would see it show up eventually in the complete folder here which you can see I've done that several times including one yesterday as well like that then you can see when everything took place as far as when it was created sign the status again this is kind of just an additional tracking information or any of the documents that you that you're working with in regards to e-sign I also I skipped over this I apologize I'm gonna jump back into that open option there I just wanted to real quickly also point out if you're still awaiting a signature in your insurance can't get the email or didn't get the email you can always resend it utilizing this action column here simply click that it'll reset that email and hopefully everything won't work out the second time through real quickly just gonna jump over there chat here and just see if there's any questions it looks like Lucas has been answering a few for me which I appreciate thanks Thank You Lucas I'll just kind of sit tight there from those again essentially what the esight process is from this point on going forward with the additional webinars we're gonna start looking at some different pieces of functionality that's within easier ed of pro our mobile app farmer and agent portal entire that together with this esign process for example production reporting which will most likely talk about next week and some of the different options that we have available to you all as agents and so that you can obviously I mean safe secure and efficient well getting you know while we get through these times with with the corona outbreak like I said you have everyone off of mute so I can't really take everyone off of you at this time just to see if there's any additional questions so I'm just gonna sit tight for just a few seconds here reading these chats make sure everything gets the questions get answered while I do that I just wanted to say thank you to everyone for for obviously taking some time out of your busy schedules I know that even with this pandemic we are all very busy I know that you guys are all taking care of your farmers and whatnot so again I wanted to say thank you or for taking some time out of your day if you do have any questions or if anything comes up after you start playing around with this and clicking with us because this is all live today you can do this today what we just did please again try to get hold of your marketing reps in underwriters if they if you can't get ahold of them or if it's whatever the case may be just mystic disconnect you can always reach out to myself as well my name is Adam Flynn and you saw my email there several times which is just that Adam dot Flynn at NAU country comm with that being said Jeff uh let's figure out is there anything else you wanted to add to this before we call it a day we did have a couple questions on the chat and probably answer and one does it work with all platforms and the question if you want answer that first as far as iPhone or MacBook I don't know if you could answer that question now good call Jeff as far as does e-sign work with all platforms in regards to the email piece absolutely just kind of just a reminder the actual initiation process always needs to take place from within either at a pro but if you're if you're receiving those emails on an iPhone you know I'm a big Android guy and I've done it in my personal androids you MacBooks all those will work in regards to once you've clicked that blue blue button and you're brought to the actual esign Isan process yes they'll work on any and all platforms that answer is when you're in the rescind of the email if you notice that the email address was incorrect can you correct it from that resent page good question so let's actually just take a look at that here together click it right now so let's say that this email here for John Doe was incorrect you can see there you sure you want to send this invitation am so on and so forth and you would say yes it's gonna stay with this email if you need to adjust this you would unfortunately need to reinitiate the process the new document and then adjust it on the entity itself as we can't change it here so that's oh that's a good question also wanted to call out a hopeful over one of our one of our VPS here an IT just referenced a link in the chat that's a tips and trick which covers everything that we just looked at today really good tips and tricks' very easy and simple to read and basically just follow step by step all the processes that we just went through just as a reminder I did record all this and all of this will also be placed on a new playlist that we're creating on our YouTube channel so that you can reference it at a later time as well this looks like you got a 'then what if I said no well then allow you to change the email no it's just gonna bring you right back to where we started here see here because I I might actually be able to pull everyone off mute here without too much feedback let's try that once real quick kind of what I was tuned was gonna happen so I went back to mute they're tight on the call here and just I'll keep the actual webinar here up in life for any other additional questions that may come in through the chat but for anyone that is good to go or feels like they understand what's going on feel free to to to leave but again I'll stick around and keep this chat chat board here open so that we can continue to get any questions that may come in so again for anyone that wants to take off thank you so much for taking some time out of your day I have a great rest of a Wednesday afternoon and just for anyone that remains on the call I'm gonna go ahead and just read these messages these chats out loud that way that we're all just getting the same questions and answers can one email be used more than once example younger client also using email for older father yes because you'll just it's the the actual email that you're referencing is tied to the entity so let's say that I'm the the younger grandson and Darth Vader is my grandpa and we both want to use the same emails Darth Vader's gonna have am Flynn 25 a gmail and so as Adam Flynn it's just gonna be tied to the actual entity so you can use the same email for different people correct also and just the add to that since it kind of brought back to my mind you can do this from multiple documents at the same time if you recall when I was adding the a pH report in that very first process if I were to add for example the a pH report and a ensured confirmation you could send those two documents at the same time for the same job do you have that functionality as well should our agents contact phone number now be changed to their cell phones that's a great question probably something that you want to work with your reps just to see how that would work fortunately the first time you you use e sign if you recall that sync two contacts checkbox the very first time you edit that number to be your cell phone well then stick for good so you wouldn't need to actually do this you would need to adjust it to your cell phone every time is there a size restriction using e sign another great question there is but we have yet to even come close maybe be familiar recognize my voice I did a lot of the training with easy mapping I just one of my things that we like to do here is easy Matt being obviously and those create the biggest documents out of all of our documents especially the easy mapping schedule of insurance I ain't it didn't even come close to the size restriction but just for everyone's fYI it's sixteen megabytes is the size restriction yeah you whatever the time limit on the SMS code another three Bridget that's good thanks Jeff so there is a time limit on the the code that's text to you to you or your insurer and that time starts second the blue button is pressed so if you if you're insured receives the email today and doesn't get to it till tomorrow and it has not clicked that blue button no no issues no concerns the time only starts once they've clicked that blue button if they surpassed that five minutes that's okay too they were just need to jump back into that email Andrey click the blue button that says go to documents and what that's going to do is gonna resend a new SMS called new text message Jeff thank you does not have a cell they can't take advantage v-sign correct question mark that that would be that would be a correct assessment yes we do need to have or at least they need to have access to someone's cell phone number whether it may be it's a grandson or son good that could take care of that small piece of responsibility and they could a couple calls ago I did with just one single agency I actually had the text message sent to a hopeful overheard one of the folks on the call today and she just relayed that a text message code to me and I was able to key it in so that's a one possible workaround if they do not have a cell phone themselves have that code sent to another cell phone that they do have close access to whether son grandson whatever and they could utilize it that way till verification is for security purposes so sending it to the wrong email address and someone else gets someone else's data so that's written behind the DOOL DOOL verification the chats have slowed down Adam I think this time too I think we might as well go ahead and close it out want to thank everyone for joining us I hope to see you next week on the at the same time and we'll be discussing production reporter thank you thanks a lot everyone have a great rest today and again if you have any questions please feel free to reach out to your microphones writers thanks a lot do you guys