relius documents exchange file publishing and e-signatures · 2018-12-10 · rd exchange – file...

Relius Documents Exchange File Publishing and E-Signatures

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RD Exchange – File Publishing and E-Signatures

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Table of Contents Overview ....................................................................................................................................................................3

Before You Begin… ..................................................................................................................................................3

Detailed Reference Guide ........................................................................................................................................4

User Setup ..............................................................................................................................................................4

Understanding and working with the File Cabinet ................................................................................................6

Saving System Generated Files to the File Cabinet ...............................................................................................6

Uploading Files to the File Cabinet .........................................................................................................................7

Publishing Files to Exchange ..................................................................................................................................8

Retrieving and Electronically Signing Files ........................................................................................................ 12

The E-Signature Process ..................................................................................................................................... 13

Contact Us .............................................................................................................................................................. 14


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Overview Relius Exchange is a licensed add-on module for the Relius Documents ASP system that allows you to disseminate various plan document materials such as files (Word, PDF, Excel, etc.) or interactive questionnaires to any number of managed contacts via a secure website that is branded with your company logos.

This help guide is intended to provide instructions specific to the act of publishing files to the Relius Exchange website for review and/or electronic signature. The specific topics that will be covered in this document are listed below. For guidance with other aspects of this specific module, consult the applicable context specific documents that are part of the Relius Exchange series of help guides.

Topics covered in this document include:

• Granting system users permission to publish files.

• Understanding and working with the File Cabinet document repository

• Publishing files to the Exchange website.

• End user (contact) E-Signature experience and process flow.

Before You Begin… In order to carry out the functions outlined in this document you will first have to obtain licensed or trial version access to the Exchange module for Relius Documents ASP. Upon obtaining access your firm will receive an email notification that contains important information needed in order to establish a link between your Relius Documents and Exchange accounts.


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Detailed Reference Guide

User Setup In order to publish files to the Exchange website, Relius Documents ASP users must first be given permission to do so by someone with Project Administrator rights under your Relius Documents account. Permissions may be granted to one or more users via user group settings. If your account has been licensed for the Relius Exchange add-on module and you are a project administrator for your Relius Documents system, you can grant users access to this feature by going to the Administration > User Group Setup menu item. Select the drop-down and select the user group that you would like to grant access to the feature and select OK. Then select the “Relius Exchange” checkbox under the User Group Services list and select OK.

Note: If the “Relius Exchange” checkbox option does not appear in the User Group Services list, your account has not been licensed for this add-on module. Contact Sales to add this functionality to your account license.

Figure 1

Once the Relius Exchange checkbox option has been selected under the Services tab for a particular user group, a separate “Relius Exchange” tab will appear. From here you can grant users in the group permission to publish files by selecting “Yes” in the “Publish File Cabinet contents to Exchange” row and clicking the OK button.


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Since all files that are published to Exchange must first be saved to the Relius Documents ASP File Cabinet, you may also want to consider configuring the current user group’s File Cabinet options. To do so, first go to the Services tab and ensure the “File Cabinet” checkbox is selected. From the File Cabinet Options select Yes to either the “Save copies of system generated files…” or “Upload files to the File Cabinet” options.

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Click the OK button to save any changes you have made.


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Understanding and working with the File Cabinet The File Cabinet is a file storage feature that is built into Relius Documents ASP. Within the File Cabinet users with the appropriate rights will have the ability to setup folder structures, save copies of system generated files and upload their own files to the Relius Documents system. Understanding how the File Cabinet works is fundamental to publishing items to the Exchange website since anything you intend to publish must first be saved to the File Cabinet. All files that are published to Exchange will also be stored in the File Cabinet for historical reference.

Saving System Generated Files to the File Cabinet Users that belong to a user group with rights to save copies of system generated files to the File Cabinet can choose to do so each time they are submitting a checklist to build documents.

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A File Cabinet group box is provided on the Project Submission Options page. If the “Save files to the following folder” is selected, you can click the Select button to choose the desired target folder for the files that are being generated. The system is equipped with three default folders: ‘General’, ‘Project – Current’, and ‘Project – Archive’. You have the ability to create and select any additional folders as needed.

NOTE: It is not necessary to create a folder specific to each plan/project since either of the “Project” folders can be used to save files across plans while still keeping them separated by their project/plan identifiers.


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Uploading Files to the File Cabinet Users that belong to a user group with rights to upload files to the File Cabinet can do so through the upload option that is accessible via any of the following:

• Project > Existing > Project File Cabinet – To upload files that are to be associated with a specific plan, select the plan’s project record from the Project Listing page and select the Project File Cabinet option from the left-hand menu. Click the upload button on the File Cabinet Explorer page to access file browse and upload options.

• File Cabinet > File Cabinet Explorer – Navigate to this menu item to view the File Cabinet Explorer page. Click the upload button on the File Cabinet Explorer page to access file browse and upload options. Note that files you upload while on this page will NOT be associated with any specific plan.

• Project Submission Options – When submitting checklists for document generation, the Project Submission options screen provides a File Cabinet folder selection option that also includes an Upload button.


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Publishing Files to Exchange Users with the appropriate rights can publish files to the Exchange website for download, review or e-signature by going to the Relius Exchange > File Publishing menu option.

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The file publishing process consists of three steps.

• Step 1: File Selection – The File Selection step displays all the folders and file contents of your account’s File Cabinet.

- You select any number of files to be published on this page using CTRL+click or SHIFT+click to select multiple records. You can also filter the list down to specific sets of files, such as by document type, plan name and Project Catalog #, using the sort or filter options in each of the column headings.

- You could also select the Use List button and enter in the Catalog #’s for 1 or more Projects and have all documents associated with the listed projects selected.

Once all selections have been made, click the Next button to proceed to the next step.


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Figure 5

• Step 2: Options – This step presents several options with regards to the files you are getting ready to publish.

Options under the Settings group box consist of the following:

− Send e-mail invite to applicable contacts – Check this box to send the email invitation, selected from the Notification Name: drop-down, to each of the contacts that will have access to the published files. If the option is not selected, the item recipients will not be notified after the files are successfully published.

− Select a file type classification… – Check this box and select a classification value from the drop-down list to classify the items you are publishing. The classification list is comprised of the classification values that have been created under your account.


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The Display Properties group box consists of options that allow you to choose how you want each of the published items to be displayed to end users on the Exchange website:

− Use document name – The name of the document as assigned by the Relius Documents system (Adoption Agreement, Summary Plan Description, etc.).

− Use actual file name - The physical name of the file (FileName.docx).

− Custom text – The value entered in this text box will be applied to ALL the files you are about to publish to the Exchange website.

− Group all files under folder titled – You can group each of the files you are about to publish under a folder titled with the value you have entered in this box.

The Signatures group box provides options for selecting the PDF files that will require signature and the signer roles that are required to sign. Each distinct type of PDF that you have selected to be published will be listed as a row header. The row header will also provide a count of the number of files for the displayed type have been selected. For example, if you have chosen to publish the Adoption Agreement for two plans a single row header will display “Adoption Agreement (2)”. Column headings display each of the signer roles you have created under your account. Select the appropriate checkboxes for the signer roles that are required to sign each respective document.

Click the Next button to proceed to the next step.


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Figure 6

• Step 3: Review – The Review steps allows you to verify the files you are attempting to publish and preview the recipients for each item. Click the Preview Recipients link on any of the rows to see a list of the individuals that will have access to a specific file once it is published.

Enter and confirm the email address to which a notification should be sent once the files have been published. The notification will provide a log of the files that were part of the publishing event and the result of each request.

Click the “Finish” button to publish each of the files.

At this point the system will identify each item recipient by going through the logic of determining which plans you are publishing on behalf of, each of their associated contacts, and each contact’s profile setting. Note: Any items that are NOT assigned to a specific plan will be handled as general files to which all contacts with rights to view or sign files will have access.


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Retrieving and Electronically Signing Files When a contact logs into the Exchange website they will be presented with the questionnaires and files to which they have access.

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To initiate a download of a file, the contact need only click on the applicable link in the “Item” column. The “Action Required” column and an icon will indicate if the contact’s signature is required on a document. Clicking the “Sign Document” link will display the file for review and signature.


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Figure 8

The E-Signature Process The E-Signature process works as follows for any PDF file that has been placed on the Exchange website for execution:

• To sign the document a contact will need to check a consent box and click the Finalize Signature button.

• A numeric ID will be assigned to the document and stamped as a watermark to the bottom of every page of the file. The same identifier will also be referenced on a signature page that is appended to the back of the executed document along with each signer’s name, signer role and the date that they signed the document.

• Once all contacts that were required to sign a document or set of related documents have done so, an E-Sign Process Complete email will be sent to each of the signers.

• A contact may download a copy of the fully executed document at any time by logging into the Exchange website and downloading the file.

• To view a copy of the executed document from with the Relius Documents system, go to File Cabinet/Published Files and click on the applicable file to initiate a download.


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Contact Us If you have any questions about prices, fees, or invoices, please contact our FIS Relius Client Services department at 1-800-326-7235, select option 6.

If you have any legal questions about what to select in the checklist or language in the documents, please call 1-800-326-7235, select option 4 and a FIS Relius Representative will create an incident for you to submit to our legal team.

For any product questions, issues, or “how to”, please contact our FIS Relius Documents Product Support department at 1-800-326-7235, select option 2.

You can also submit an incident from our support site at http://www.relius.net/Support and click Incidents from the right. You will receive an incident number and a FIS Relius Representative will contact you via email or phone.

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