What is e-Consent?
In accordance with Data privacy and Security laws such as GDPR, CCPA, it is important to let Applicants, Corp Users know the scope and context of information being collected and how it will be used. e-Consent feature is a great tool that can help Firms establish trusted framework for data collection and applicant's (as well as external user's) interaction in the portals throughout case life-cycle.
With several activities, such as "Update Questionnaires", "Upload Documents", "Check Case Status", "Collaboration between Firm Staff and Applicants/Foreign Nationals", getting digitized, there is a need to digitize the Agreements, Statements and Policies related to these transactions. Traditionally Firms generate a Letter in Word or PDF and get it signed physically. e-Consent will help in automating the process by presenting and getting this consent online for the Agreements/Statements/Policies.
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
2. Customized e-Consents for Corporation/HR Portal and Foreign National portals of a specific Corporation
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:
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.
Print e-Consent Acceptance Document?
Firm Staff (Case Managers), Foreign Nationals, Corp Users can print e-Consent document with acceptance details using the Print icon.