Viewing a document before digitally signing; suggest simpler workflow

[DMc]

When viewing a document for correct details suggest adding option to download all/selection PDF/email to be able to save to the practitioner matter/file notes.
Document view inside PEXA

Would be nice within the document view to be able to jump between documents ie may be have a NEXT button and a side panel of of documents to view and save/PDF/email

Would be even more handy to retain the Work space sidebar as well for other navigation; At all times... ie currently missing when viewing, creating, editing or signing documents... Would also be handy when adding line items to the FSS.

Workspace Side bar for easy change of navigation

[GeorgePolus]

 Hi DMc, 

We are genuinely grateful for the feedback you have provided.  These are both excellent observations highlighting how we can improve the overall PEXA User experience.  We will most certainly take your suggestions into account as part of our overall useability enhancements in 2017. 

I would like to take this opportunity to let you know that in 2017 PEXA will be working hard to bring not only extended functionality to the PEXA community, but we will have a strong focus on useability enhancements.   Through feedback and suggestions such as yours we have identified that streamlining of digital signing is one of our top priorities.  

I would like to understand more about your requirement for printing / emailing of lodged documents.  Are you seeking support for archival of lodged documents and or other workspace data?

We genuinely appreciate that you have taken the time to communicate with us and offer your feedback.  Please continue to do so. 

[DMc]

Hi George

As subscriber-practitioner we must maintain records for up to 7 years from last financial transaction on a Settlement matter, if that is what you refer to in your mention of ‘archival, lodged documents and workspace data’?

Point of the post was to suggest quicker & simple single place to download and view the documents together before we apply digital signature, as it currently stands, i.e.; view one, check thoroughly, then save/print to file/matter then click back, then view next, etc. is not optimal.
Is it possible (even remotely), if this delay in viewing checking then printing/saving/storing to file/matter, then pressing back waiting to do same for each and every other Workspace documents, then back to load 'sign all page' insert digital key and then applying signature... process might allow enough time for any document being altered/updated by other subscriber/lender in the workspace? 

Thank-you.

[GeorgePolus]

Hi DMc

I will first respond to your excellent question about how PEXA manages workspace data changes during the interval while documents are being signed.

When a document is to be signed PEXA assembles the requisite data from the workspace to render the instrument to be signed.  The assembled data is rendered for viewing according to the specification of the jurisdiction to which the instrument applies. 

When the 'sign' button is pressed PEXA completes external validation of the digital certificate and, if valid, applies the digital signature to the instrument(s) selected for signing.

Immediately following application of the digital signature PEXA regenerates the data from the workspace for each instrument signed.  This data is then compared with the data in the 'just signed' instrument(s).  

• If the comparison identifies a discrepancy, PEXA will notify the user that workspace data has been updated during the interval and the affected instrument(s) will be 'un-signed'.  
• If the comparison confirms the signed data is a 100% match with 'current' workspace data, the instruments will remain signed.

Now to your first point about data retention.  

PEXA is regulated by ARNECC who own and publish the MOR (Model Operating Requirements),  This document is publicly available.  Under the MOR (Clause 19.1) PEXA is required to store workspace data indefinitely.

Accordingly we have designed PEXA to make workspace data available to workspace participants for at least 7 years. At any time following lodgement or lodgement and settlement you may return to a given workspace and view / print lodged and registered instruments, and / or the settlement statement and settlement completion record.   This capability is specifically designed to allow you to use PEXA as your electronic filing repository.  

Please note however, that as part of signing the signatory will certify that they have retained evidence supporting each registry instrument or document submitted for electronic lodgement.  

Currently such evidence must be retained by the lodging party in paper.  But - watch this space.  In 2017 PEXA will be releasing new functionality to enable subscribers to upload and store supporting evidence and other attachments.  

[DMc]

Hi George

Glad to hear about additional evidence being allowed for storage in the PEXA Work space repository.

Still not clear if it is possible that during the time delay between viewing, checking each document (one at a time) before then applying the digital signature, has the potential for one or more of the Work space document(s) being altered before signature application.

Like most practitioners, in the real world, interruptions can & do happen, even in the midst of applying a digital signature. 

So any reduction in the time taken to view, check, store & sign PEXA documents will likely reduce any associated risk of any document change, while also simplifying the user process.

Thank-you for considering my feedback. 

[DMc]

Also worth mentioning if you are authorising funds, Where client experience or process may be; to tick the boxes one by one then if you click on the 'View' button before you sign the Financials- It then unticks ALL by using the Back button... Suggest leaving ticks in place to improve User Experience (UE) . 

BTW HAPPY EASTER!!!

[GeorgePolus]

Hi DMc

Good question about how PEXA handles document updates while a participant user is viewing documents prior to signing. 

In short, if during the time when a participant user is viewing a given rendered form and completion of electronic signing a change is made to workspace data, PEXA will recognise the change and immediately un-sign the just signed document.  Rest assured we have thoroughly tested this feature of PEXA.

Also, thank you for your suggestion re: the Financial Settlement schedule.   I will pass it on to the Settlement Product Owner.

Please let me @GeorgePolus know if you have more comments, questions or suggestions. 

Regards

George