Go Live: February 14, 2024

Key Dates:

• UAT Testing -January 31^st-February 7^th

• Product Go Live -February 14^th.

• Winddown Period February 14^th-March 31^st

• OneSpan Agreements must be fully signed by March 31st or they will need to be reset 

Overview of Changes

Apexa has partnered with a new eSignature provider Paperless Solutions Group (PSG) which is a part of the MIB group of companies

This new partnership has several advantages:

• Customization to match existing function & experience.

• Same or better document access and retention capabilities.

• Data is hosted in Canada.

• Increased flexibility for future improvement if/as changes are required.

Though the integration will provide a similar look and feel and business logic, there are some differences: 

Navigation

• Continuous scrolling has been replaced by paging to the next or subsequent pages

• Navigation buttons have been expanded to include Next Signature, Next and Back to navigate the agreement

• The signer must complete all outstanding requirements for the current page, before they can navigate to the next page

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Mandatory Fields

• By default, required fields are identified by a red dot on top-left hand of the field (previously top-right hand)

• Signature & Initials fields are depicted with blue buttons (same as OneSpan) 

• A pop-up message is displayed when a mandatory field has not been filled. (previously a banner at the top of the page)  

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Other Minor Changes 

• Checkboxes are depicted by an ‘X’ (previously a checkmark)

• After signing an agreement, clicking on your name or view button opens the Agreement. (previously opened the Review Documents page)  

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Additional Improvements

As part of this transition, Apexa has made additional improvements to ensure an improved signing experience on both vendor platforms:

Automatic syncing of signing status 

• When a signer has completed signing, neglects to click 'Complete Signing' button, and instead closes the browser, window or navigates to the previous page, the system did not previously recognize the agreement as signed. 

• Going forward, the next time the signer attempts to sign the agreement, the Apexa system will open the agreement and automatically sync the signing status to that of the vendor and change the status to 'Completed'

• The overnight job will continue to process any other agreement that was signed, but for which the signer did not attempt to sign again

Improved Reset Mechanism

• Previously there were some limitations that resulted in an error when attempting to reset an agreement 

• The reset process has been improved to address these limitation to ensure that a reset process is successful and without errors 

• In the event of an additional signer, resetting an agreement, resets all the external signer information 

Improved Ease of use when Using External Signers

• Clients are able to contract irrespective of the order with which external signers are deleted.  

• Clients are no longer able to delete an external signer after the contract has been sent to the Target party for signing. To remove an external signer, the agreement will need to be reset.  

• The secondary PIN validation step for an external signer has been removed 

• Duplicate email validation for External signers & delegate signers now includes case sensitivity. 

Improved Error Messages

• Improvements have been made to the error messages to ensure they convey a better understanding of the underlying issue 

Winddown Period

• As of February 14th all new agreements will be created on the PSG Platform

• Any OneSpan agreements created before February 14th that have not been completely signed, will have to be completed by March 31st

• On a weekly basis, Apexa will provide clients with a list of contracts that have outstanding signing requirements 

• If signing is not complete by March 31st, the agreement or contract will need to be reset based on the following workflow: 

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Areas to Test

• Validate contracting packages can be signed as expected

• Validate ad hoc requirements can be signed as expected   

• Validate contract & agreement reset functionality