SOP: Sending Documents Through Schwab DocuSign via the Account Management Tab
Key Steps
1. Navigate to the DocuSign area in Schwab 0:14
- Open Schwab and go to the Account Management tab.
- Scroll to the DocuSign section located below Digital Workflow.
- Confirm that DocuSign is available and ready to use inside Schwab.
2. Confirm DocuSign is set up before proceeding 0:22
- Verify that your Schwab DocuSign setup is active.
- If DocuSign is not set up, contact service@RossbyFinancial.com for assistance.
- Do not continue until the setup issue is resolved.
3. Start a new DocuSign envelope 0:37
- Select Create a DocuSign Envelope.
- Choose whether the recipient is:
- a new recipient with no standing Schwab account, or
- an existing recipient with a standing Schwab account.
- Enter the signer’s information and confirm it is current and accurate.
4. Add additional recipients when needed 1:12
- If the account requires more than one signer, add a second recipient.
- Use the same logic as the first signer:
- new client, or
- existing client.
- Confirm all recipient details are correct before moving forward.
5. Select the correct template group 1:24
- Click Next after confirming recipients.
- Choose the appropriate template group based on the request:
- Fee-related items,
- Updated account information, or
- New account.
- Select the group that matches the client’s request and the documents being sent.
6. Choose the master account and required templates 1:39
- Select the master account under which the new or updated account information will be opened.
- Use the search or category options to find the needed forms.
- Common examples include:
- IRA account application
- Designated beneficiary form
- Other individual or account-specific forms
- Review the Selected Templates panel on the right to confirm the order and accuracy of the chosen documents.
7. Review signer, master, and template details 3:23
- Go to the Review step.
- Confirm the following:
- The correct signer(s) are listed.
- The correct master account is selected.
- The correct new account number or account context is shown.
- The correct templates are included.
- Make sure the document order matches how the templates were selected.
8. Select the signer verification method 3:49
- Choose how the client will verify their identity.
- Available methods include:
- SchwabAlliance credentials for existing clients or clients creating credentials
- Knowledge-based authentication for eligible clients
- If using knowledge-based authentication, the client will answer three random questions and then receive a six-digit code by phone.
9. Confirm knowledge-based authentication eligibility 4:25
- Use knowledge-based authentication only if the signer is eligible.
- Eligibility requirements include:
- U.S. citizen or resident
- Valid Social Security Number
- Public record available to generate questions
- If the client does not meet these requirements, use a different verification method.
10. Upload the envelope to DocuSign 4:52
- Click Upload to DocuSign.
- Wait for the upload to complete; this may take a few minutes.
- Confirm that the envelope has been created successfully in DocuSign.
11. Complete the envelope in Schwab DocuSign 5:12
- Open Complete in DocuSign.
- Fill in any remaining client information required by Schwab.
- For a brand-new client, expect little or no pre-populated data and be prepared to enter details manually.
12. Enter missing client and account details 5:35
- Verify and enter the client’s current information, including:
- Social Security Number
- Address
- Employment information
- Driver’s license or passport number
- Legal address, if different from home address
- Confirm all information is accurate and up to date before continuing.
13. Confirm account holder information and complete remaining fields 6:00
- Check that account holder information transferred correctly from Schwab into the DocuSign form.
- Click Next after confirming the data.
- Add optional internal or advisor contact information if desired.
- Answer the remaining account-opening questions and complete tax election sections as needed.
- Manually enter any fields that did not pre-populate for a new client.
14. Finish the form and request help if needed 7:05
- Complete the remaining fields as you would when using the Forms Library.
- Review the entire form for accuracy before final submission.
- If you have questions about the process, contact service@RossbyFinancial.com for support.
Cautionary Notes
- Do not proceed if Schwab DocuSign is not set up correctly.
- Verify all signer information carefully, especially for new clients who may not have pre-populated data.
- Use the correct verification method; knowledge-based authentication is only available for eligible U.S. citizens/residents with valid SSNs and public records.
- Double-check the selected templates and their order before uploading.
- Ensure all manually entered client data is current and matches source records.
- If a client requires multiple signers, confirm that all required recipients are added before continuing.
Tips for Efficiency
- Use the search function to quickly locate common forms like IRA applications.
- Familiarize yourself with the Forms Library layout, since Schwab DocuSign follows a similar structure.
- Keep client verification details handy before starting to reduce back-and-forth.
- Add optional advisor/IA contact information when helpful for follow-up.
- Review the Selected Templates panel before moving to the review stage to avoid rework.
- If you are unsure about a field or workflow step, contact service@RossbyFinancial.com early rather than after submission.