What is e-Consent?

e-Consent feature allows firm staff to capture electronic consent from your clients, foreign nationals or other stakeholders on different transactions in the form of Agreement policy or Privacy policy or Terms of Service or Statement of Truthfulness etc.

Why do I need e-Consent?

With several activities such as Update Questionnaires, Upload Documents, Check Case Status, Collaboration between Firm Staff and Applicants/Foreign Nationals are getting digitized, there is a need to digitize related Agreements, Statements and Policies. Traditionally you generate a Letter in Word or PDF and get it signed. e-Consent will help you to get this consent online.

With data privacy and security being increasingly important, getting user’s consent on “Terms of Service”, “Statement of Truthfulness” etc. is made easier with e-Consent.

How do I subscribe to e-Consent?

e-Consent is subscription based feature. go to Setup > Subscriptions.

Select 'e-Consent' in the left-side menu:

Once the subscription request has been made, our accounts team will contact your org admin to confirm the e-Consent subscription. After we have received the confirmation, e-Consent will be enabled for your account. Here's what you'll see upon logging in after having it activated:

How do I create e-Consent Templates?

Post subscription, first step is to define various e-Consent templates needed for different transactions. e-Consent templates need to be defined in the 'Knowledge Base'.

Go to 'Setup' > 'Knowledge Base':

On the left-hand menu, you'll select 'e-Consent':

Here is where you will create e-Consent templates.

Click 'Add' to create a new e-Consent, give it a title, add content and then either select 'Publish' or 'Save as Draft':

Now that you've created the e-Consent templates, you are able to use them for different purposes.

How do I use e-Consent Templates?

1. Connect to Corporation/HR Portal and Foreign National portals

You can define standard consents for all your corporation users and foreign nationals. Here's how you can link standard e-Consents to portals.

First, go to 'Setup' and 'Portal Setup':

Click on “Setup/View Portal Defaults”.

Click on “Portal Content”. Set up or apply required template for

1. Corporation Portal 'Terms of Use' Content
2. Client Portal 'Terms of Use' Content

2. Customized e-Consents for Corporation/HR Portal and Foreign National portals of a specific Corporation

Do you need to capture the consent of the corp users for a specific corporation? Or do you have a standard practice Terms of Use that you need any corp user from any new client to consent to?

Here's how you can link an e-Consent to the Corporation Portal!

First, go to 'Setup' and 'Portal Setup':

Next, select the corporation you want to configure the e-Consent for:

Then you'll select the 'Portal Content' tab and 'Terms of Use' on the left:

Once in the 'Terms of Use' tab, you'll be able to select the Terms of Use (also referred to as e-Consent) and then select 'Apply':

Now when a foreign national for that corporation logs into the Foreign National Portal, they will be met with the following:

If they accept the consent, they will continue on to the portal. If they decline then they will be denied access to the portal. Also, if they decline, a notice will be sent to the case manager letting them know. They can then contact the individual to understand why they declined, and proceed from there.

If they accept, they'll receive the following email for their records:

 

3. Use e-Consents in emails

When Firm staff (Case Managers) is sending email to corp users or foreign nationals they can attach relevant e-Consents to email.

When recipient access the email link, it will prompt user with the attached e-Consent. User need to accept the consent to proceed else access to the content will be denied.  Also, if they decline, a notice will be sent to the sender case manager letting them know. They can then contact the individual to understand why they declined, and proceed from there.

4. Use in To-Dos

Firm staff (Case Managers) can attach e-Consents while assigning To-Do to other case managers, corp users, foreign nationals.

When recipient access the assigned To-Do, it will prompt user with the attached e-Consent. User need to accept the consent to proceed else access to the content will be denied.  Also, if they decline, a notice will be sent to the sender case manager letting them know. They can then contact the individual to understand why they declined, and proceed from there.

How do I view e-Consent Logs?

Firm Staff (Case Managers) can view the accepted and declined e-Consents against each foreign national or case profile with the corresponding e-Consent Template and the user details.